Download DocAve Governance Automation Online Administrator User Guide

DocAve®
Governance Automation Online
Administrator Guide
Service Pack 5, Cumulative Update 2
Issued September 2015
Table of Contents
What’s New in this Guide ............................................................................................................................. 7
About DocAve Governance Automation Online ........................................................................................... 8
Submitting Documentation Feedback to AvePoint ...................................................................................... 9
Integration with AvePoint Online Services ................................................................................................. 10
AvePoint Online Services Versions: Commercial and U.S. Government Public Sector........................... 10
Browser Support Information ..................................................................................................................... 11
Before You Begin......................................................................................................................................... 12
Understanding Governance Automation Online .................................................................................... 12
Familiarizing Yourself with the Interface ................................................................................................ 12
User Roles for Governance Automation Online ..................................................................................... 13
Registering SharePoint Online Admin Centers/Site Collections ............................................................. 14
Configuring the Quick Start Wizard ........................................................................................................ 14
Getting Started with Governance Automation Online ............................................................................... 16
Configuring Account Manager ................................................................................................................ 16
Managing Governance Automation Online Groups ........................................................................... 16
Managing Administrator Accounts ..................................................................................................... 17
Managing Business Users.................................................................................................................... 17
Creating New User Groups.................................................................................................................. 18
Adding Users into Groups ................................................................................................................... 18
Removing Users from Groups ............................................................................................................. 19
Configuring Departments........................................................................................................................ 19
Configuring Approval Processes ............................................................................................................. 19
Managing Approval Processes ............................................................................................................ 20
Creating or Editing Approval Processes .............................................................................................. 21
Configuring Policies ................................................................................................................................. 25
Managing Policies ............................................................................................................................... 25
Creating or Editing Site Collection Policies ......................................................................................... 26
Configuring Services ................................................................................................................................ 28
Configuring Create Site Collection Services ........................................................................................ 29
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Governance Automation Online Administrator’s Guide
Configuring Create Site Services ......................................................................................................... 40
Configuring Create Library/List Services ............................................................................................. 49
Configuring Site Collection Lifecycle Management Services .............................................................. 55
Configuring Site Lifecycle Management Services ............................................................................... 58
Configuring Change Site Collection Contact or Administrator Services ............................................. 61
Configuring Change Site Collection Settings Services ......................................................................... 64
Configuring Change Site Contact Services .......................................................................................... 67
Configuring Change Site Metadata Services ....................................................................................... 70
Configuring Change Library/List Settings Services .............................................................................. 73
Configuring Content Move Services.................................................................................................... 76
Configuring Grant Permissions Services ............................................................................................. 84
Configuring Clone or Transfer User Permission Services .................................................................... 89
Configuring Change Permissions Services........................................................................................... 94
Additional Governance Automation Online Configurations ....................................................................... 98
Installing the Governance Automation Online App ................................................................................ 98
Downloading the Governance Automation Online App ..................................................................... 98
Required Permissions.......................................................................................................................... 98
Uploading the Governance Automation Online App to App Catalog ................................................. 99
Registering the Governance Automation Online App ........................................................................ 99
Adding the Governance Automation Online App to a SharePoint Online Site ................................. 100
Inserting a Governance Automation Online App Part ...................................................................... 100
Configuring Language and Time Zone Settings ..................................................................................... 101
Configuring Settings in the System Group ............................................................................................ 101
Configuring E-mail Templates ........................................................................................................... 101
Configuring Administrator Notification ............................................................................................ 102
Configuring the Timer Service ........................................................................................................... 103
Configuring Report Export Locations ................................................................................................ 104
Configuring Category Management .................................................................................................. 105
Configuring Recertification Profiles .................................................................................................. 106
Configuring Settings in the SharePoint Group ...................................................................................... 107
Configuring SharePoint Permission Levels ........................................................................................ 107
Importing Existing Site Collections and Sites .................................................................................... 108
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Configuring Settings in the Request Management Group .................................................................... 111
Configuring Metadata ....................................................................................................................... 111
Configuring Execution Schedules ...................................................................................................... 114
Configuring Questionnaires .............................................................................................................. 114
Managing the Monitoring Reports ....................................................................................................... 117
All Requests....................................................................................................................................... 117
All Tasks............................................................................................................................................. 118
All Recertification Reports ................................................................................................................ 123
Managing the Audit Reports ................................................................................................................. 125
User Activity Report .......................................................................................................................... 126
Service Request Report ..................................................................................................................... 127
Approval Process Report................................................................................................................... 128
Managing the Administration Reports ................................................................................................. 128
Site Collection Report ....................................................................................................................... 129
Site Report ........................................................................................................................................ 130
Requests and To-Do Lists .......................................................................................................................... 132
Requests................................................................................................................................................ 132
Starting a Request ............................................................................................................................. 132
My Requests...................................................................................................................................... 133
My To-Do List ........................................................................................................................................ 135
My Tasks............................................................................................................................................ 135
My Recertification Report ................................................................................................................. 135
Public Site Collection Directory................................................................................................................. 137
Managing Public Site Collection Directory Reports .............................................................................. 137
Filtering and Generating Public Site Collection Directory Reports ....................................................... 137
Exporting Public Site Collection Directory Reports ............................................................................... 138
My Sites ..................................................................................................................................................... 139
Managing My Sites Reports .................................................................................................................. 139
Filtering and Generating My Sites Reports ........................................................................................... 139
Exporting My Sites Reports ................................................................................................................... 139
Exporting Reports ..................................................................................................................................... 140
Inviting Support......................................................................................................................................... 141
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Governance Automation Online Administrator’s Guide
Submitting Feedback ................................................................................................................................ 142
Bug Report ............................................................................................................................................ 142
Interface Improvement ......................................................................................................................... 142
Feature Suggestion ............................................................................................................................... 143
Governance Automation Online Web API SDK ......................................................................................... 144
Getting Started...................................................................................................................................... 144
Environment Requirements .............................................................................................................. 144
Help Page .......................................................................................................................................... 144
Supported Features in Governance Automation Online Web API ....................................................... 144
Implementing Governance Automation Online API ............................................................................. 145
Logging into Governance Automation Online .................................................................................. 145
Getting a List of Request Created by the Login User ........................................................................ 146
Appendix A: Using Custom Actions ........................................................................................................... 148
Creating and Configuring a Web Service .............................................................................................. 148
Publishing a Web Service ...................................................................................................................... 150
Applying a Web Service to a Custom Action ......................................................................................... 152
Appendix B: Supported Features in Governance Automation and Governance Automation Online ...... 155
Approval Process................................................................................................................................... 155
Site Collection Policy ............................................................................................................................. 156
Supported and Unsupported Services .................................................................................................. 158
Common Service Features .................................................................................................................... 159
Create Site Collection Service ............................................................................................................... 162
Create Site Service ................................................................................................................................ 164
Create Library/List Service .................................................................................................................... 165
Site Collection Lifecycle Management Service ..................................................................................... 166
Site Lifecycle Management Service ...................................................................................................... 167
Change Site Collection Contact or Administrator Service..................................................................... 168
Change Site Collection Settings Service ................................................................................................ 169
Change Site Contact Service ................................................................................................................. 170
Change Site Metadata Service .............................................................................................................. 171
Change Library/List Settings Service ..................................................................................................... 172
Content Move Service ........................................................................................................................... 173
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Change Permissions Service.................................................................................................................. 175
Grant Permissions Service .................................................................................................................... 176
Clone or Transfer User Permissions Service ......................................................................................... 178
Monitoring and Reporting .................................................................................................................... 180
Settings and Other Options................................................................................................................... 181
Web API................................................................................................................................................. 185
Notices and Copyright Information .......................................................................................................... 187
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What’s New in this Guide
•
Added information about managing Office 365 groups as Governance Automation Online users
in the Configuring Account Manager section.
•
Added information about setting Office 365 groups in the Service Permissions field in the
Configuring Services section.
•
Added information about setting Office 365 groups in the Questionnaire Permissions field in the
Creating or Editing Questionnaires section.
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About DocAve Governance Automation Online
DocAve Governance Automation Online is an online version of DocAve Governance Automation that
supports the need for organizations to use Microsoft SharePoint as a service by automating the ways
users request configurable services including, but not limited to: content management, lifecycle
management, permissions management, and provisioning.
Governance Automation Online provides ways to create and govern your SharePoint Online objects
automatically, by submitting rich and customizable predefined service requests which can trigger
corresponding approval processes and policies to accomplish the processes. This automation results in
more speed, overall effectiveness of the interactions and often a reduction in errors.
Governance Automation Online is available both commercially and for the U.S. Government Public
Sector.
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Governance Automation Online Administrator’s Guide
Submitting Documentation Feedback to AvePoint
AvePoint encourages customers to provide feedback regarding our product documentation. You can
Submit Your Feedback on our website.
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Integration with AvePoint Online Services
Governance Automation Online is integrated to AvePoint Online Services. To register for a Governance
Automation Online account, you must first register an account in AvePoint Online Services. AvePoint
provides the following methods to register an AvePoint Online Services account:
•
Register on the AvePoint Online Services website.
•
Visit the AvePoint Online Services page or the DocAve Governance Automation Online page on
the AvePoint official website.
•
To register for AvePoint Online Services for U.S. Government Public Sector, access the following
URL: https://usgov.avepointonlineservices.com.
To access Governance Automation Online, use one of the entries above to sign in AvePoint Online
Services. For details, refer to the AvePoint Online Services User Guide.
In Governance Automation Online, you can navigate back to the AvePoint Online Services homepage or
the DocAve Online, Compliance Guardian Online, or File Share Navigator Online homepage. Click the
drop-down arrow (
)on the top of Governance Automation Online interface and then click
AvePoint Online Services, DocAve Online, Compliance Guardian Online, or File Share Navigator Online
on the navigation bar.
AvePoint Online Services Versions: Commercial and U.S.
Government Public Sector
There are two versions of AvePoint Online Services: a version for Commercial use, and a version
available on Microsoft’s Cloud Platform for U.S. Government. The U.S. Government Public Sector version
of AvePoint Online Services offers most of the same functionality as the Commercial version. For details,
refer to the AvePoint Online Services User Guide. Compared to the Commercial version, Governance
Automation Online of the U.S. Government Public Sector version is different in the following ways:
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•
The link to download the Governance Automation Online App file is different. For details, refer
to Downloading the Governance Automation Online App.
•
The app domain and redirect URI used to register the Governance Automation Online App are
different. For details, refer to Registering the Governance Automation Online App.
•
The APIs used to log into Governance Automation Online and to get a list of requests created by
the login user are different. For details, refer to Implementing Governance Automation Online
API.
Governance Automation Online Administrator’s Guide
Browser Support Information
The following table provides the supported browser versions:
Browser
Internet Explorer
Google Chrome
Mozilla Firefox
Version
Any version of IE 10
Any version of IE 11
The latest version
The latest version
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Before You Begin
Refer to the sections below for important information on Governance Automation Online.
Understanding Governance Automation Online
If you are new to Governance Automation Online, it may be helpful to review the Key Terms list to
familiarize yourself with terms such as “service”, “policy”, and “approval process”, which will be used
throughout this user guide.
Once you are familiar with Governance Automation Online terminology, it is important to understand
how the different features and functionalities work together. This knowledge is essential to properly
configure the software for your organization.
In Governance Automation Online, administrators can set up services that perform SharePoint Online or
DocAve Online operations. These services can be made available and customized for specific
departments/purposes. A service may have a policy associated with it so that if your organization has
specific rules on certain SharePoint Online operations, you can ensure that all services with the same
associated policy will be compliant with your organization’s standards. Services will also have at least
one approval process associated with it so that when a user submits a request for a specific service, the
appropriate parties are notified and can provide the necessary approval. Once the service request has
been fully approved, Governance Automation Online performs the SharePoint Online and/or DocAve
Online processes according to the customized settings configured for that service.
Familiarizing Yourself with the Interface
In the administrator landing page, the following tiles are available for you to manage:
•
Settings
•
Start a Request
•
View My Requests
•
View My To-Do List
•
Public Site Collection Directory
•
My Sites
Use the tiles to navigate through the software. At any point, click MENU on the upper-left corner to
have the navigation bar be displayed on the top. You are able to go to your desired section by clicking
the section name on the navigation bar. You can also click the pin ( ) button on the lower-right corner
on the navigation bar to pin the navigation bar. The navigation bar will always display on the top of the
interface until you click the unpin ( ) button.
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Governance Automation Online Administrator’s Guide
Figure 1: The administrator landing page.
User Roles for Governance Automation Online
Since Governance Automation Online is integrated with AvePoint Online Services, Governance
Automation Online user roles are integrated with the AvePoint Online Services Tenant Users role. The
AvePoint Online Services Tenant User role consists of an Application Administrator and Standard Users.
•
Application Administrator – The Application Administrator fulfills the role of the Governance
Automation Online IT Administrator. IT Administrators are able to access both the IT
Administrator and Business User interface of Governance Automation Online, giving them the
ability to configure system settings, monitor requests/tasks/system processes/site
collections/sites, and maintain services, as well as submit and approve requests for services.
•
Standard User – A Standard User fulfills the role of a Governance Automation Online Business
User. Business Users are only able to access the Business User interface of Governance
Automation Online, allowing them to submit and approve requests for allowed services.
For more information about the user role management in AvePoint Online Services, refer to the
AvePoint Online Services User Guide.
In Governance Automation Online, the IT Administrator can also create custom Business User groups to
allow designated users to also view Governance Automation Online reports for monitoring requests,
tasks, system processes, site collections, or sites.
For more information about managing Governance Automation Online groups and users, refer to
Configuring Account Manager.
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Registering SharePoint Online Admin Centers/Site Collections
To use Governance Automation Online to manage content in SharePoint Online, you must first register
the SharePoint Online admin centers or site collections in DocAve Online. For more information about
how to register SharePoint Online site collections, refer to the Managing SharePoint Sites section in the
DocAve Online User Guide.
*Note: To register a SharePoint Online admin center, you must use the Single Site Collection method
and enter the admin center URL in the Site Collection URL text box.
Configuring the Quick Start Wizard
When you first log into DocAve Governance Automation Online, the Governance Automation Online
Quick Start Wizard window appears. Enter the information as instructed by the wizard to allow
Governance Automation Online to create sample data that allows you to quickly get started using the
product.
*Note: To use the sample policies and services created by the quick start wizard, you must first import
SharePoint Online site collections through Settings > Import Existing Site Collections and Sites. For
more information, refer to Importing Existing Site Collections and Sites.
Configure the following settings in the wizard:
1. Configure the administrator and the department.
•
Administrator – The administrator has the Full Control permission to Governance
Automation Online. Enter a username to set as the administrator. Click the check ( )
button to check that the name is valid. You may also click the browse ( ) button to
search for a user.
•
Department – A department is used as a report condition that provides statistics on the
amount of actions performed by users. Enter a customized department name in the text
box.
2. Click the arrow on the right-hand side to proceed to the next step.
3. Configure the following options to retrieve data from SharePoint Online:
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•
Username – Enter an Office 365 global administrator account in the format of
[email protected].
•
Password – Enter the password of the account above.
•
SharePoint admin center URL – Enter a SharePoint Online standard instance admin
center URL. The admin center will be added into the Default SharePoint Sites Group in
DocAve Online.
•
Click Test to test the validation.
Governance Automation Online Administrator’s Guide
4. Click Save to save your configurations. A window appears to display the real-time process of
creating sample data. You can close the window and the sample data will be created in the
background.
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Getting Started with Governance Automation Online
The sections below detail what you must configure in order to use Governance Automation (Account
Manager, Departments, Approval Processes, Policies, and Services). These instructions should be
followed in order, from Configuring Account Manager through Configuring Services. Additional optional
configurations are described in Additional Governance Automation Online Configurations.
Configuring Account Manager
Account Manager allows you to manage user accounts and groups for Governance Automation Online.
There are two default groups used to manage user accounts for Governance Automation Online:
•
Administrator Group – Users in this group are able to access both the administrator and
business user interface of Governance Automation Online, giving them the ability to configure
system settings, monitor requests and tasks, and maintain services, as well as submit and
approve requests for services.
•
Business User Group – Users in this group are only able to access the business user interface of
Governance Automation Online, allowing them to submit and approve requests for allowed
services. Custom Business User Groups may be created allowing designated users to also view
Governance Automation Online reports for monitoring processes and ownership of site
collections.
Additional custom user groups can be created to allow certain users to view reports and monitor all
requests and tasks.
To configure Account Manager for Governance Automation Online, click Account Manager in the
System group within the Settings interface.
Managing Governance Automation Online Groups
In Account Manager, you can change the number of groups displayed per page by selecting the desired
number from the Show rows drop-down menu in the upper-right corner. To sort the groups, click the
sort ( ) button in a column heading such as Group Name and Description.
You can perform the following actions in the Account Manager interface:
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•
Create Group ‒ Create groups of user accounts for Governance Automation Online. For more
information, refer to Creating New User Groups.
•
Edit Group ‒ Modify user group information or reassign group permissions. For more
information, refer to Creating New User Groups.
•
View User(s) ‒ View the user accounts within a selected group. Within the groups, you can add
or remove user accounts. For more information, refer to Adding Users into Groups or Removing
Users from Groups.
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Delete Group ‒ Remove a group from Governance Automation Online. A confirmation window
will pop up when you click Delete Group. Click OK to delete the selected group, or click Cancel
to return to the Account Manager interface without deleting the selected group.
*Note: The Administrator Group and Business User Group cannot be deleted.
Managing Administrator Accounts
To view and manage the administrators for Governance Automation Online, select the Administrator
Group and click View User(s) on the ribbon. Click Back on the ribbon to return to the Account Manager
interface. All previously configured administrators will be listed in the Administrator Group interface.
In this interface, you can change the number of administrator accounts displayed per page by selecting
the desired number from the Show rows drop-down menu in the upper-right corner. To sort the user
accounts, click the sort ( ) button in a column heading Username and then choose Ascending or
Descending.
You can perform the following actions in the Administrator Group interface.
•
Add User ‒To add users or Office 365 groups to the Administrator Group, click Add User on the
ribbon. You are brought to the Add User interface.
a. Add User(s) ‒ Enter the names of the users or Office 365 groups you wish to add. Then,
click the check ( ) button to check that the names are valid. You can also click the
browse ( ) button to search for users or groups. Separate multiple users or groups
with semicolons.
*Note: Click the AvePoint Online Services link in the description to add external users
into Governance Automation Online through AvePoint Online Services.
b. Click Save on the ribbon to save the configurations, or click Cancel to return to the
Administrator Group interface without saving any configurations.
•
Remove User from Group ‒ To remove administrators from Governance Automation Online,
select the usernames or Office 365 group names, then click Remove User from Group on the
ribbon. A confirmation window will appear. Click OK to delete the selected users or groups, or
click Cancel to return to the Administrator Group interface without deleting the selected users
or groups.
*Note: The users who are AvePoint Online Services’ tenant owner, service administrators, and
application administrators cannot be removed since they are managed through AvePoint Online
Services.
Managing Business Users
To view and manage the business users for Governance Automation Online, select the Business User
Group and click View User(s) on the ribbon. Click Back on the ribbon to return to the Account Manager
interface. All previously configured business users will be listed in the Business User Group interface and
you can perform the following actions.
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•
Add User ‒ To add users or Office 365 groups to the Business User Group, click Add User on the
ribbon. You are be brought to the Add User interface.
a. Add User(s) ‒ Enter the names of the users or Office 365 groups you wish to add in the
text box. Then, click the check ( ) button to check that the names are valid. You may
also click the browse ( ) button to search for users or groups. Separate multiple users
or groups with semicolons.
*Note: Click the AvePoint Online Services link in the description to add external users
into Governance Automation Online through AvePoint Online Services.
b. Click Save on the ribbon to save the configurations, or click Cancel to return to the
Business User Group interface without saving any configurations.
•
Remove User from Group‒ To remove business users from Governance Automation Online,
select the usernames or Office 365 group names, then click Remove User from Group on the
ribbon. A confirmation window will appear. Click OK to delete the selected users or groups, or
click Cancel to return to the Business User Group interface without deleting the selected users
or groups.
Creating New User Groups
To create a new user group for Governance Automation Online, click Create Group on the ribbon. To
modify a previously configured group, select the desired group, and click Edit Group on the ribbon.
These groups are aimed to give the business users’ permissions to view the reports, activities, requests,
and tasks.
In the Create Group or Edit Group interface, configure the following settings:
1. Group Information ‒ Enter a Group Name in the provided text box. Then, enter an optional
Group Description for future reference.
2. Permissions ‒ Assign the permissions to the group by selecting corresponding checkboxes.
3. Click Save to save the configurations, or click Cancel to return the Account Manager interface
without creating the group.
Adding Users into Groups
To add users or Office 365 groups into a Governance Automation Online group, refer to the instructions
below:
1. In the Account Manager interface, select a group by clicking the group name, and then click
View User(s) on the ribbon.
2. Within the group, click Add User on the ribbon. You will be brought to the Add User interface.
3. Enter the names of the users or Office 365 groups you wish to add in the text box. Then, click
the check ( ) button to check that the names are valid. You may also click the browse ( )
button to search for users or groups. Separate multiple users or groups with semicolons.
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Governance Automation Online Administrator’s Guide
*Note: Click the AvePoint Online Services link in the description to add external users into
Governance Automation Online through AvePoint Online Services.
4. Click Save on the ribbon to save the configurations, or click Cancel to return to the group
interface without adding any users or groups.
Removing Users from Groups
To remove users from a group, complete the following steps:
1. In the Account Manager interface, select a group by clicking the group name, and then click
View User(s) on the ribbon.
2. Within the group, select the desired usernames or Office 365 group names, and then click
Remove User from Group on the ribbon. A confirmation window appears.
3. Click OK to delete the selected users or groups, or click Cancel to return to group interface
without deleting the selected users or groups.
Configuring Departments
Departments with specific responsibilities in an organization can be associated with corresponding
services in order to organize services to help create custom service catalogs catered to the needs of
different users.
To add new departments in Governance Automation Online, follow the instructions below:
1. Click Department in the System group within Settings.
2. In the Department window, click Add New.
3. Enter a department name in the text box under the Value column heading.
4. Click Insert next to the text box to add the desired department.
5. Repeat the steps above to add more departments.
Click the edit ( ) button next to the text box to modify the department name, and then click
Update to save the modifications or click Cancel to exit the editing mode without saving any
modifications.
Click the delete (
) button to delete the unnecessary departments.
6. Click Save on the ribbon to save all of the configurations, or click Cancel to return to the Settings
interface without saving any configurations.
Configuring Approval Processes
A Governance Automation Online approval process is a defined process to automatically obtain approval
for a SharePoint Online or DocAve Online management operation. With approval processes properly
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configured, these operations can be completed efficiently by standardizing the process, without human
error.
To create or manage approval processes, click Approval Process in the Request Management group
within Settings. The Approval Process Management interface appears.
Managing Approval Processes
In Approval Process Management, all of the Governance Automation Online approval processes you
have configured are displayed. You may change the number of approval processes displayed per page,
as well the order they are displayed in. To change the number of approval processes displayed per page,
select the desired number from the Show rows drop-down menu in the upper-right corner. To sort the
approval processes, click the sort ( ) button in a column heading such as Approval Process, Category,
Last Modified Time, and Created By.
You can customize how the approval processes are displayed in a number of different ways:
•
Search – Allows you to filter approval processes displayed by the keyword you designate. The
Approval Process column and the Created By column support to search for the desired approval
process, and only the content in the column displayed in the current view can be searched.
•
Manage columns ( ) – You can manage which columns are displayed in the list so that only
information you want to see is displayed. Click the manage columns ( ) button, then select the
checkbox next to the column name to have that column shown in the list. Click All to select the
checkboxes of all columns and have all columns displayed in the list or click None to uncheck the
checkboxes of all columns and have none columns displayed in the list.
•
Filter item ( ) – This allows you to filter which item in the list is displayed. Click the filter ( )
button of the column you want to filter, and then select the checkbox next to the item name to
have that item shown in the list.
You can perform the following actions in Approval Process Management:
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•
Create – Click Create on the ribbon to go to the Approval Process Management interface. For
more information, refer to Creating or Editing Approval Processes.
•
View Details – Click an approval process name for detailed information about the approval
process.
•
Edit – Select an inactive approval process, and click Edit on the ribbon. See Creating or Editing
Approval Processes for details on editing an existing approval process.
•
Delete – Select an inactive approval process, and click Delete on the ribbon. A confirmation
window will pop up for this deletion. Click OK to delete the selected approval process, or click
Cancel to return to the Approval Process Management interface without deleting the selected
approval process.
•
Activate – Select the approval processes you want to activate, and click Activate on the ribbon.
Active approval processes can be used in policies and services.
Governance Automation Online Administrator’s Guide
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Deactivate – Select the approval processes you want to deactivate, and click Deactivate on the
ribbon.
Creating or Editing Approval Processes
To create a new approval process, click Create on the ribbon in the Approval Process Management
interface. You are brought to the Create Approval Process interface. To modify a previously configured
approval process, select the approval process in the Approval Process Management interface, and click
Edit on the ribbon.
Follow the instructions below to configure an approval process:
1. Approval Process Name – Enter a Name and an optional Description for this approval process in
the corresponding text boxes.
2. Approval Process Category – Categories are used to organize your Governance Automation
Online approval processes. Select an existing category from the drop-down menu or create a
new category for this approval process by clicking Create New then configuring the new
category in the Create Category interface.
3. Approval Process Stages – Choose the approval method:
•
Use approval stages – Select Use approval stages and select the number of approval
stages. Having multiple approval stages provides flexibility based on your governance
needs.
•
Auto-approve – Select Auto-approve and services using this approval process will be
performed automatically upon request.
4. CC – Specify additional users who you want to be notified when the service request is completed
without assigning tasks to them. By default, Governance Automation Online will notify all of the
approvers and the requester upon request completion.
a. Enter the username in the provided text box. Click the check ( ) button to check that
the names are valid or click the browse ( ) button to search for the desired users.
Separate multiple users with semicolons.
You can also enter $ to select the following roles:
•
$ManagerOfApprover – The manager of the approver of the service request will
be notified.
•
$AdministratorContact – The administrator contact defined in the service will
be notified.
b. Select a Completion E-mail Template for this notification from the drop-down menu.
The Completion E-mail Template can be configured in the System group within Settings.
5. If you select Auto-approve, skip the following steps and click Save to save all of the
configurations and return to the Approval Process Management interface. Click Save and
Activate to save all of the configurations and activate this approval process. Click Cancel to
return to the Approval Process Management interface without saving any changes.
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6. If you chose to use approval stages, continue to the Stage One Configurations. Configure the
following for the first stage of approval:
a. Stage Name – Enter a Name for the first level stage. By default, its name is First Stage
Approval. Then, enter an optional Description for future reference.
b. Approver(s) – Enter the first stage approvers. All approvers will be assigned a task when
this approval process starts.
•
Specify the Role – Specify the approver relevant to the user making the request.
This may be preferable to entering specific users since role based approval can
adapt to personnel shifts in your organization.
Enter $ in the Assign To text box and a list of roles appear in the drop-down
menu. Select the role of the person designated to be the approver for this
approval stage from the drop-down menu. You can enter more than one role,
but if more than one role is appointed for a given stage, all approvers of all
specified roles for that stage must approve the request in order to proceed to
the next approval stage.
The following roles are available:
o $Requester – The requester of service request will be assigned to deal
with the task.
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o
$ManagerOfRequester – The manager of the requester of the service
request will be assigned to deal with the task.
o
$PrimarySiteCollectionContact – The Primary Site Collection Contact
will be assigned to deal with the task. The Site Collection Contacts are
assigned when configuring the services.
o
$SecondarySiteCollectionContact – The Secondary Site Collection
Contact will be assigned to deal with the task. The Site Collection
Contacts are assigned when configuring the services.
o
$PrimarySiteContact – The Primary Site Contact will be assigned to deal
with the task. The Site Contacts are assigned when configuring the
services.
o
$SecondarySiteContact – The Secondary Site Contact will be assigned to
deal with the task. The Site Contacts are assigned when configuring the
services.
o
$PrimarySiteCollectionAdministrator – The Primary Site Collection
Administrator will be assigned to deal with the task.
o
$ManagerOfPreviousStageApprover (this option is only available for
second or third stage approval) – The manager of the previous stage’s
approver will be assigned to deal with the task.
o
$SourceUser – The user to clone permissions from.
o
$TargetUser – The user to clone permissions to.
Governance Automation Online Administrator’s Guide
o
$NewSiteCollectionContact – The user that takes over the role of Site
Collection Contact.
o
$PrimarySiteContactOfSource – The Primary Site Contact of the source
node will be assigned to deal with the task.
o
$SecondarySiteContactOfSource – The Secondary Site Contact of the
source node will be assigned to deal with the task.
o
$PrimarySiteContactOfTarget – The Primary Site Contact of the target
node will be assigned to deal with the task.
o
$SecondarySiteContactOfTarget – The Secondary Site Contact of the
target node will be assigned to deal with the task.
o
$NewSiteContact – The user that takes over the role of Site Contact.
If multiple roles are entered, choose the order in which those tasks are assigned
from the Order drop-down menu:
o One at a time (serial) – The users of your specified roles must approve
one after another. If an approver of one role rejects the request, the
approver of next role will not be asked for approval.
o
All at once (parallel) – The users of all specified roles will be notified at
the same time. If an approver of any role rejects the request, the
request will be rejected.
*Note: If this approval method is selected, you can further choose
whether to select Allow the approval stage to complete when one
approver approves. If one of the specified users approves it, the
request will be complete.
•
Specify the User – Enter the names of the specific users you wish to designate as
approvers for this stage of the approval process. Click the check ( ) button to
check that names are valid. You may also click the browse ( ) button to search
for the desired users. Separate multiple approvers with semicolons.
If multiple users are entered, choose the order in which those tasks are assigned
from the Order drop-down menu:
o
One at a time (serial) – The users you have specified must approve one
after another. If an approver rejects the request, the next approver will
not be asked for approval.
o
All at once (parallel) – All specified users will be notified at the same
time. If any approver rejects the request, the request will be rejected.
You can also choose Allow approvers to reassign tasks to others. If the checkbox is
selected, the approver can reassign the task to another user.
c. E-mail Settings – Configure settings for e-mail notifications for this approval process. By
default, the Notify the approver when the task is assigned checkbox and the Notify the
requester when the request is rejected checkbox are selected. You can also choose to
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notify the requester once the request is approved by selecting the Notify the requester
when the request is approved checkbox. Select the e-mail template you wish to use for
each notification from the corresponding drop-down menu.
*Note: E-mail templates are configured in the E-Mail Template section of the System
group within Settings.
d. Duration and Escalation – Select the Enable Duration and Escalation checkbox to notify
the escalation user that the original task has not been handled within the specified
amount of time. A task will be assigned to the escalation user to continue the approval
process. Make sure that the user receiving the escalated task has the right permissions
to handle the task.
•
Duration – Enter a positive integer in the Duration text box for the amount of
time allowed before the task is escalated, and select either Day(s), Week(s) as
the time unit for the duration.
•
Escalation – Choose the action that the escalation will trigger from the dropdown menu.
o
Notify – The specified user will be notified when the task is escalated.
Enter the username in the text box. This user is the person who you
want to notify to be responsible for this case. Click the check ( )
button to check that the name is valid. You may also click the browse
( ) button to search for users. This user will be notified once the
amount of time specified as the duration passes.
o
Re-assign to – The task will be re-assigned to the specified user when
the task is escalated. Enter the username in the text box. This user is the
person who you want this task to be re-assigned to. Click the check ( )
button to check that the name is valid. You may also click the browse
( ) button to search for a user. The task will be re-assigned to this user
once the amount of time specified as the duration passes, and this user
will receive an e-mail to be notified that the task is re-assigned to him or
her.
*Note: The task can only be re-assigned to one user.
•
Select an E-mail Template for the notification sent when this approval task is
escalated from the drop-down menu.
7. If more than one approval stage was selected, follow the instructions for Stage One
Configurations for the remaining stages.
8. At any time, click the arrow on the left-hand side to return to the previous step to check or
modify your configurations. When you have finished, choose one of the following options:
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•
Click Save to save all of the configurations and return to the Create Approval Process
interface.
•
Click Save and Activate to save all of the configurations and change the status to Active.
Governance Automation Online Administrator’s Guide
•
Click Cancel to return to the Approval Process Management interface without saving
any changes.
Configuring Policies
A policy is an organization-wide set of rules and standards for governing specific SharePoint Online and
DocAve Online operations. Policies can be applied to services to enable automatic provisioning of
SharePoint Online objects. This allows for greater efficiency in provisioning SharePoint Online objects as
identical SharePoint Online and DocAve Online operations can be carried out and repeated by
Governance Automation Online rather than an administrator. This also helps reduce human error since a
correctly set policy will apply the same settings to all services associated with that policy.
To create or manage policies, click Policy in the Request Management group within Settings. The Policy
Management interface appears.
Managing Policies
In Policy Management, all of the Governance Automation Online policies you have configured are
displayed. You may change the number of policies displayed per page, as well the order they are
displayed. To change the number of policies displayed per page, select the desired number from the
Show rows drop-down menu in the upper-right corner. To sort the policies, click the sort ( ) button in a
column heading such as Policy, Category, Last Modified Time, and Created By then select Ascending or
Descending.
You can customize how the policies are displayed in a number of different ways:
•
Search – Find policies based on the keywords entered. The Policy column and the Created By
column support to search for the desired policies, and only the content in the column displayed
in the current view can be searched.
•
Manage columns ( ) – You can manage which columns are displayed in the list so that only
information you want to see is displayed. Click the manage columns ( ) button, then select the
checkbox next to the column name to have that column shown in the list.
•
Filter item ( ) – This allows you to filter which item in the list is displayed. Click the filter item
( ) button of the column you want to filter, and then select the checkbox next to the item
name to have that item shown in the list.
You can perform the following actions in Policy Management:
•
Create – Click Create on the ribbon to display the Create New interface. For more information,
refer to Creating or Editing Site Collection Policies.
•
View Details –Click the policy name to see detailed information.
•
Edit – Select an inactive policy, and click Edit on the ribbon. For more information, refer to
Creating or Editing Site Collection Policies.
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•
Delete – Select an inactive policy, and click Delete on the ribbon. A confirmation window will
pop up for this deletion. Click OK to delete the selected policy, or click Cancel to return to the
Policy Management interface without deleting the selected policy.
•
Copy – Duplicate the existing policy to make minor changes in order to save as a new policy.
Select a desired policy by selecting the corresponding checkbox. Click Copy on the ribbon, and
make the desired modifications. When you have finished making changes, click Save to save all
of the settings or click Save and Activate to save all of the configurations and activate the policy
which means this policy might be used in the service. Click Cancel to return to the Policy
Management interface without saving any configurations.
•
Activate – Select inactive policies, and click Activate on the ribbon to activate them.
•
Deactivate – Select active policies, and click Deactivate on the ribbon to deactivate them. Make
sure to deactivate all services that use the policies you want to deactivate.
Creating or Editing Site Collection Policies
Site collection policy allows you to customize rules to automatically manage your site collection and
integrate DocAve Online features with the site collection once it is created successfully. Site collection
policies can be used in the Create Site Collection service. Site collection policies work in conjunction with
Site Collection Lifecycle Management services to not only automatically govern site collections
associated with each policy, but also empowers business users to easily manage the lifecycle of the site
collections they own.
To create a site collection policy, click Create on the ribbon in Policy Management. To modify a
previously configured policy, select the inactive policy in the Policy Management interface, and click
Edit on the ribbon. In the Create New interface, click Site Collection Policy.
In the interface for creating or editing a site collection policy, configure the following settings:
1. Policy Name and Description – Enter a Name for the new policy. Then, enter an optional
Description for future reference.
2. Policy Category – Categories are used to organize Governance Automation Online policies.
Select an existing category from the drop-down menu or create a new category for this policy by
clicking Create New then configuring the new category in the Create Category interface.
3. Click the arrow on the right-hand side to continue, or click Cancel to return to the Policy
Management interface without saving any configurations.
4. Quota – Enter the storage quota and server resource quota for the site collection.
5. SharePoint Designer Configuration – Select the Enable SharePoint Designer checkbox to allow
Site Owners and Designers to edit the sites in this site collection using SharePoint Designer. Site
Collection Administrators will always be able to edit sites regardless of this configuration.
6. Site Maximum Depth Limit – Site Depth limits the layers of sites that can be created under a site
collection. Select Maximum depth and then enter a positive number which is smaller than 12 in
the provided text box.
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Governance Automation Online Administrator’s Guide
7. DocAve Online Configurations – Configure this policy to utilize DocAve Online products.
•
Enable Policy Enforcer – Select this checkbox to have DocAve Online Policy Enforcer
rules applied to the site collections. Policy Enforcer ensures that all actions and changes
to the site collections fall within your previously configured rules by continuously
monitoring and taking action on the site collections. Select a Policy Enforcer profile from
the drop-down list. For more information, refer to the DocAve Administrator User
Guide.
•
Enable Deployment Manager – Select this checkbox to include the site collection in a
DocAve Online Deployment Manager plan. Select a plan from the drop-down list. For
more information on how to configure Deployment Manager plans, refer to the DocAve
Deployment Manager User Guide.
Deployment Manager plans that meet all of the following conditions are available in the
drop-down list:
i.
The deployment type of the mappings in the plan is Design Element or the
source nodes in the mappings are within the User Solution Gallery node.
ii.
The destination nodes in the mappings are site collections.
iii.
All of the mappings in the plan meet all of the conditions above.
*Note: To avoid performance issues, the enabled Deployment Manager plan will not be applied
to the site collections that are imported through the Import Existing Site Collections and Sites
function.
8. Delete Entire Site Collection – Select the Enable Delete Entire Site Collection checkbox to allow
this site collection to be deleted upon request. Select an Approval Process from the drop-down
menu or click Create New to create a new one. This approval process will be triggered when a
service request to delete this site collection is submitted.
9. Extend Site Collection Lease – Select the Enable Extend Site Collection Lease checkbox to allow
the lease of this site collection to be extended upon request. Select an Approval Process from
the drop-down menu or click Create New to create a new one. This approval process will be
triggered when a service request to extend the lease of this site collection is submitted.
10. Enable Site Collection Policy Change – Select the Enable Site Collection Policy Change checkbox
to allow business users to request a different policy for site collections created with this policy.
Select an Approval Process from the drop-down menu or click Create New to create a new one.
This approval process will be triggered when a service request to change site collection policy is
submitted.
11. Manage Site Collection Lifecycle –Site collection lifecycle management help reduce the number
of unused or expired site collections in your SharePoint Online environment. Configure the
following lifecycle management settings:
•
Enable Site Collection Inactivity Threshold – Select this checkbox to notify the business
user designated in the approval process associated with this setting when the site
collection has not been modified in the amount of time specified here.
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For more information about how site collection inactivity is calculated by Governance
Automation and Governance Automation Online, refer to the AvePoint Knowledge Base
article http://www.avepoint.com/community/kb/how-site-collection-inactivity-iscalculated-by-governance-automation/.
Enter a positive integer in the text box and select Day(s), Week(s), Month(s), or Year(s)
as a time unit.
•
Enable Site Collection Lease Period – Select this checkbox to notify the business user
designated in the approval process associated with this setting when the lease period of
the site collection expires. Configure the site collection lease period by entering a
positive integer in the text box and then select Day(s), Week(s), Month(s), or Year(s) as
a time unit.
Select an Approval Process from the drop-down menu or click Create New to create a
new one. This approval process will be triggered when either of these criteria is met.
12. When you have finished configuring this policy, choose one of the following options:
•
Click the arrow on the left-hand side to go to the previous step to check and modify
your configurations.
•
Click Save to save all of the configurations.
•
Click Save and Activate to save all of the configurations and activate the policy, which
allows this policy to be used in services.
•
Click Cancel to return to the Policy Management interface without saving any changes.
Configuring Services
A service is a set of configured settings for a management operation in SharePoint Online that can be
leveraged by business users when submitting a service request. Administrators can limit what options
are available to Business Users based on the standards of practice of the organization.
To create or manage services, click Service in the Request Management group within Settings. The
Service Management interface appears.
In Service Management, all of the Governance Automation Online services you have configured are
displayed. You may change the number of services displayed per page, as well the order they are
displayed in. To change the number of services displayed per page, select the desired number from the
Show rows drop-down menu in the upper-right corner. To sort the services, click the sort ( ) button in
a column heading such as Service, Category, Last Modified Time, and Created By then select Ascending
or Descending.
You can customize how the services are displayed in a number of different ways:
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Governance Automation Online Administrator’s Guide
•
Search – Allows you to filter services displayed by the keyword you designate. The Service
column and the Created By column support to search for the desired services, and only the
content in the column displayed in the current view can be searched.
•
Manage columns ( ) – You can manage which columns are displayed in the list so that only
information you want to see is displayed. Click the manage columns ( ) button, and then select
the checkbox next to the column name to have that column shown in the list.
•
Filter item ( ) – This allows you to filter which item in the list is displayed. Click the filter item
( ) button of the column you want to filter, then select the checkbox next to the item name to
have that item shown in the list.
You can perform the following actions in Service Management:
•
Create – Click Create on the ribbon to display the Create New interface.
•
View Details – Click a service name to see the detailed information.
•
Edit – Select an inactive service, and click Edit on the ribbon.
•
Copy – Duplicate an existing service to make minor changes in order to save as a new service.
Select a desired service by selecting corresponding checkbox. Click Copy on the ribbon, and
enter the related information required. When completing the configurations, click Save to save
all of the settings or click Save and Activate to save all of the configurations and activate this
service which makes this service available to be requested. Click Cancel to return to the Service
Management interface without saving any configurations.
•
Delete – Select an inactive service, and click Delete on the ribbon. A confirmation window will
pop up for this deletion. Click OK to delete the selected service, or click Cancel to return to the
Service Management interface without deleting the selected service.
•
Activate – Select the services you want to activate and click Activate on the ribbon. Active
services are available to be requested.
•
Deactivate – Select the services you want to deactivate and click Deactivate on the ribbon.
Inactive services will not be seen by users and cannot be requested.
Instructions on configuring each type of service are provided in the sections below.
Configuring Create Site Collection Services
Configure Create Site Collection services to define the Create Site Collection service request template for
business users. You can customize the settings for site collections created by this service as well as
configure available options for business users to choose from when requesting this service. Create Site
Collection services also allow you to apply data protection and content retention policies on the site
collections with full auditing to monitor compliance with your corporate standards.
In the interface for creating or editing a Create Site Collection service, configure the following settings:
1. Service Name and Description – Enter a Name for the service and an optional Description for
future reference.
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2. Language – Choose the language for this service. When starting a request, you can filter the
services according to their languages.
3. Service Category – Categories are used to organize your Governance Automation Online
services. Select an existing category from the drop-down menu or create a new category for this
service by clicking Create New then configuring the new category in the Create Category
interface.
4. Department – Departments help organize services as well as provide essential Governance
Automation Online reporting information for sorting and understanding your organization’s
SharePoint Online usage. Select a Department or select the users you wish this service to belong
to from the drop-down menu or click Create New to create a new one.
Choose whether to assign a Department to this service and site collections created by this
service or allow the business user to choose the Department when submitting a service request
for this service. Choose from the following:
•
Assign by IT Admin – The Department selected in the preceding drop-down menu will
be associated with all site collections created by this service. Select Show as Read-Only
to Business User to allow the business users to see the default department in the
service request or Hide from Business User to not display the department associated
with this service to the business users requesting this service.
•
Assign by Business User – Allows business user to choose the department when
submitting a service request for this service.
5. Service Permissions – Choose how users will get to this service and who has permission to
access it.
•
•
Display this service in the service catalog – This service will be displayed in the service
catalog.
o
Allow all users to use this service – Allow this service to be requested by any
user.
o
Select users or groups to use this service – Select the users or Office 365 groups
that have permission to access this service. Enter the names of the users or
groups in the text box. Click the check ( ) button to check that the names are
valid. You may also click the browse ( ) button to search for users or groups.
Separate multiple users or groups with semicolons.
Users may access this service via a questionnaire even if not listed in the permissions
above – Allow users to request this service after they finish answering the questionnaire
even if they are not listed in the service permissions above.
6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is
the owner of the business process for this service. Enter the username in the Service Contact
text box. Click the check ( ) button to check that the name is valid. You may also click the
browse ( ) button to search for users.
7. Administrator Contact –Specify a user to be the Administrator Contact. This user should be an
administrator of Governance Automation Online and is responsible for service management.
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Governance Automation Online Administrator’s Guide
Governance Automation Online will assign a task to the Administrator Contact when an error
occurs after the approval process starts. Enter a username in the Administrator Contact text
box. Click the check ( ) button to check that the name is valid or click the browse ( ) button
to search for users. To also have an e-mail notification be sent to the Administrator Contact
when this service encounters an error, configure the Administrator Notification section of the
System group within Settings. For more information, refer to Configuring Administrator
Notification.
8. Click the arrow on the right-hand side to proceed to the next step.
9. Admin Centers and Managed Paths – Specify the SharePoint Online admin center and
associated managed path where you wish to create a site collection.
Expand the site collection group tree to select the desired admin center by selecting the
corresponding option. Specify a default admin center and managed path for the site collection
you wish to create by selecting from drop-down menus under the tree. You can also choose the
following options:
•
URL format – Select the Automatically generate URL checkbox to have Governance
Automation Online generate the URL, or leave it deselected to allow the requester to
decide the URL.
Choose whether to assign the admin center and managed paths for this service and site
collections created by this service or allow the business user to choose the admin center
and managed path when submitting a service request for this service. Choose from the
following:
•
o
Assign by IT Admin – The admin center and managed path configured here will
be made available for business users to select. Select Show as Read-Only to
Business User to allow the business users to see the default admin center and
managed path in the service request.
o
Assign by Business User – Allows business user to choose the admin center and
managed path when submitting a service request for this service.
Use SharePoint Online context to automatically populate the service request scope –
Select this checkbox to retrieve and use SharePoint Online context in the service request
scope. In the request triggered from the Site Information Card app part, the admin
center and managed path of the site collection where the Site Information Card resides
will be retrieved. The admin center and managed path will be automatically used as the
request scope. Choose one of the following options:
o
Allow Business User to Edit the URL – The admin center and managed path will
be automatically filled into the text box, and the requester can edit them.
o
Show as Read-Only to Business User – The admin center and managed path will
be displayed as read-only, and the requester cannot edit them.
o
Hide from Business User – The admin center and managed path will be hidden
from the requester.
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10. Policy – Specify the site collection policies to provision the site collections created by this service
by selecting the corresponding checkboxes or click Create New to be brought to the Policy
Management interface to create a new policy. Configure this section as follows:
a. Select the policies to be made available for business users to choose from by selecting
the corresponding checkbox of each policy in the Select Policies configuration area. All
policies selected here will be made available to business users if you select Assign by
Business User in the Assign by drop-down menu. If no existing policy is appropriate for
this service, you may click Create New to create a new one.
b. Select a default policy in the Default Selection drop-down menu. If Assign by Business
User is selected in the Assign by drop-down menu, this policy will be selected in the
service request, but the business user will be able to select another policy out of the
policies you have selected in the Select the Policies configuration area. If Assign by IT
Admin is selected in the Assign by drop-down menu, this will be the only available policy
in the service request and the business user will not be able to choose another policy.
Choose whether to assign a policy to site collections created by this service or allow the business
user to choose the policy when submitting a service request for this service from the policies
selected in the Select the Policies configuration area. Choose from the following:
•
Assign by IT Admin – The policy selected in the Default Selection drop-down menu
will be associated with all site collections created by this service. Select Show as
Read-Only to Business User to allow the business users to see the default policy in
the service request or Hide from Business User to not display the policy associated
with this service to the business users requesting this service.
•
Assign by Business User – Allows business user to choose from the policies you have
selected in the Select the Policies configuration area.
11. Language – Select the language for the site collection. If more than one language is selected,
choose a default language from the Default Selection drop-down menu.
•
Choose whether to assign a language to site collections created by this service or allow
the business user to choose the language when submitting a service request for this
service from the languages selected in the Select Language configuration area. Choose
from the following:
o
Assign by IT Admin – The language selected in the Default Selection drop-down
menu will be associated with all site collections created by this service. Select
Show as Read-Only to Business User to allow the business users to see the
default language in the service request or Hide from Business User to not
display the language to the business users requesting this service.
o
Assign by Business User – Allows business user to choose from the languages
you have selected in the Select Language configuration area.
12. Site Collection Template – Specify the site collection template to use for site collections created
by this service. Configure this section as follows:
•
32
Retrieve custom site template from an external data source – Select this option to use
a custom template to create a site collection.
Governance Automation Online Administrator’s Guide
•
i.
Get custom site template from a library – Enter the URL of the SharePoint
Online library where the information of the custom templates is stored.
ii.
Get template name from the following column – Select a column whose values
are the custom template names.
Select templates – In this field, select which site collection templates will be made
available for business users by selecting the corresponding checkbox.
13. Select the default site collection template in the Default Selection drop-down menu.
•
If Assign by Business User is selected in the drop-down menu below, this site collection
template will be selected in the service request, but the business user will be able to
select another template from the available templates.
•
If Assign by IT Admin is selected in the drop-down menu below, the template selected
here will be the only available template in the service request and the business user will
not be able to choose another template.
14. Choose to use the default site collection template to create site collections or to allow business
users to choose the site collection template from the available templates when submitting a
service request for this service. Choose from the following:
•
Assign by IT Admin – The site collection template selected in the Default Selection
drop-down menu will be associated with all site collections created by this service.
Select Show as Read-Only to Business User to allow the business users to see the
default site collection template in the service request or Hide from Business User to not
display the site collection template associated with this service to the business users
requesting this service.
•
Assign by Business User – Allows business user to choose from the site collection
templates you have selected in the Select the templates configuration area.
15. Click the arrow on the right-hand side to proceed to the next step.
16. Time Zone – Select the time zone for the site collections created by this service.
Choose whether to assign the time zone to site collections created by this service or allow the
business user to select the time zone when submitting a service request for this service. Choose
from the following:
•
Assign by IT Admin – The time zone selected here will be associated with all site
collections created by this service. Select Show as Read-Only to Business User to allow
the business users to see the time zone in the service request or Hide from Business
User to not display the time zone to the business users requesting this service.
•
Assign by Business User – Allows business users to select the time zone in the Time
Zone configuration area.
17. Security Groups – Customize the permissions for site collections created by this service:
•
The Common tab – Configure the common permission settings to assign permissions to
specific groups and users. By default, the common groups are displayed. Click the edit
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( ) button to edit the settings of a group or click the delete ( ) button to delete a
group.
o
Create Group – Click Create Group to create a new group and add it into the
common permission settings. In the Add a Group window, configure the
following settings:
a. Custom Group Name – Enter a name for the group and enter an
optional description for future reference. Enter $SiteName to
automatically add the site collection title as the group name prefix in
Create Site Collection service request.
b. Assign By – Choose who will assign the group settings, IT Admin or
Business User.
c. Select Users – Select your desired users to add into the group. Click Add
a User and enter the usernames in the pop-up window. You can also
enter $ to select the following roles: $Requester,
$ManagerOfRequester, $PrimarySiteCollectionContact, and
$SecondarySiteCollectionContact. Then, click OK to save your
configurations.
Optionally, select the Enforce Permission checkbox after a username. In
the request page, the user cannot be deleted and the user permissions
cannot be modified. For the enforced permission user, you can hide the
enforced permission user from the request page by selecting the Hide
checkbox.
d. Permissions – Configure the permissions for this group. Select your
desired permission levels by selecting the corresponding checkboxes.
Optionally, select the Allow Business User to change the permission
level of this group checkbox, so that the business users can modify the
permission level when creating a request.
e. Click Save to save the group settings.
o
Grant Permissions – Click Grant Permissions to grant permissions to specific
users. In the Grant User Permissions window, configure the following settings:
a. Select Users – Enter the names of the users that you are about to grant
permissions.
b. Assign By – Choose who will assign the user permissions, IT Admin or
Business User.
c. Permissions – Configure the permissions for the users. Select your
desired permission levels by selecting the corresponding checkboxes.
d. Click Save to save your configurations.
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Governance Automation Online Administrator’s Guide
•
The specific template tab – The template tab depends on the selected site collection
template. The default groups of the site collection template are displayed. Click the edit
( ) button to edit the settings of a custom group or click the delete ( ) button to
delete a custom group.
o
Use common permission settings – Select the checkbox to apply the permission
settings in the Common tab. If there are group names that already exist in the
Common tab, the group settings will be replaced by those of the Common tab.
o
Create Group – Click Create Group to create a new group and add it into the
specific template permission settings. In the Add a Group window, configure the
following settings:
a. Custom Group Name – Enter a name for the group and enter an
optional description for future reference. Enter $SiteName to
automatically add the site collection title as the group name prefix in
Create Site Collection service request.
b. Assign By – Choose who will assign the group settings, IT Admin or
Business User.
c. Select Users – Select your desired users to add into the group. Click Add
a User and enter the usernames in the pop-up window. You can also
enter $ to select the following roles: $Requester,
$ManagerOfRequester, $PrimarySiteCollectionContact, and
$SecondarySiteCollectionContact. Then, click OK to save your
configurations.
Optionally, select the Enforce Permission checkbox after a username. In
the request page, the user cannot be deleted and the user permissions
cannot be modified. For the enforced permission user, you can hide the
enforced permission user from the request page by selecting the Hide
checkbox.
d. Permissions – Configure the permissions for this group. Select your
desired permission levels by selecting the corresponding checkboxes.
Optionally, select the Allow Business User to change the permission
level of this group checkbox, so that the business users can modify the
permission level when creating a request.
e. Click Save to save the group settings.
o
Grant Permissions – Click Grant Permissions to grant permissions to specific
users. In the Grant User Permissions window, configure the following settings:
a. Select Users – Enter the names of the users that you are about to grant
permissions.
b. Assign By – Choose who will assign the user permissions, IT Admin or
Business User.
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c. Permissions – Configure the permissions for the users. Select your
desired permission levels by selecting the corresponding checkboxes.
d. Click Save to save your configurations.
•
Reset All – Click Reset All to clear your configurations and reset all configured security
groups settings to the initial state.
•
Business User action control – Choose how to control the business user actions on the
security group.
o
Allow Business User to grant user permissions directly – Select this checkbox to
allow business users to directly grant permissions to specific users in the
request.
o
Prevent Business User from requesting to grant permissions with the following
permission levels – Select this checkbox and select your desired permission
levels. The selected permission levels will not be displayed in the request.
18. Click the arrow on the right-hand side to proceed to the next step.
19. Primary Site Collection Administrator – Assign a user to be the Primary Site Collection
Administrator by entering the username into the text box. Click the check ( ) button to check
that the name is valid or click the browse ( ) button to search for users.
You can also enter $ to select one of the following roles:
•
$Requester – The requester will become the Primary Site Collection Administrator.
•
$ManagerOfRequester – The manager of the requester will become the Primary Site
Collection Administrator.
•
$PrimarySiteCollectionContact – The Primary Site Collection Contact of this service will
become the Primary Site Collection Administrator.
•
$SecondarySiteCollectionContact – The Secondary Site Collection Contact of this service
will become the Primary Site Collection Administrator.
Choose whether to assign the Primary Site Collection Administrator to site collections created by
this service or allow the business user to choose the Primary Site Collection Administrator when
submitting a service request for this service. By default, it is Assign by IT Admin and Hide from
Business User. Choose from the following:
36
•
Assign by IT Admin – The Primary Site Collection Administrator configured here will be
associated with all site collections created by this service. Select Show as Read-Only to
Business User to allow the business users to see the Primary Site Collection
Administrator in the service request or Hide from Business User to not display the
Primary Site Collection Administrator associated with this service to the business users
requesting this service.
•
Assign by Business User – Allows the business user to configure the Primary Site
Collection Administrator.
Governance Automation Online Administrator’s Guide
20. Primary Site Collection Contact – The Primary Site Collection Contact will be the user
designated for managing the lifecycle of the site collection created by this service. Assign a user
to be the Primary Site Collection Contact by entering the username into the text box. Click the
check ( ) button to check that the name is valid or click the browse ( ) button to search for
users.
You can also enter $ to select one of the following roles:
•
$Requester – The requester will become the Primary Site Collection Contact.
•
$ManagerOfRequester – The manager of the requester will become the Primary Site
Collection Contact.
Choose whether to assign the Primary Site Collection Contact to site collections created by this
service or allow the business user to choose the Primary Site Collection Contact when
submitting a service request for this service. Choose from the following:
•
Assign by IT Admin – The Primary Site Collection Contact configured here will be
associated with all site collections created by this service. Select Show as Read-Only to
Business User to allow the business users to see the Primary Site Collection Contact in
the service request or Hide from Business User to not display the Primary Site Collection
Contact associated with this service to the business users requesting this service.
•
Assign by Business User – Allows the business user to configure the Primary Site
Collection Contact.
21. Secondary Site Collection Contact – The Secondary Site Collection Contact will be the user
designated for managing the lifecycle of the site collection created by this service if the Primary
Site Collection Contact is unable to respond to a notification. Assign a user to be the Secondary
Site Collection Contact by entering the username into the text box. Click the check ( ) button
to check that the name is valid or click the browse ( ) button to search for users.
You can also enter $ to select one of the following roles:
•
$Requester – The requester will become the Secondary Site Collection Contact.
•
$ManagerOfRequester – The manager of the requester will become the Secondary Site
Collection Contact.
Choose whether to assign the Secondary Site Collection Contact to site collections created by
this service or allow the business user to choose the Secondary Site Collection Contact when
submitting a service request for this service. Choose from the following:
•
Assign by IT Admin – The Secondary Site Collection Contact configured here will be
associated with all site collections created by this service. Select Show as Read-Only to
Business User to allow the business users to see the Secondary Site Collection Contact
in the service request or Hide from Business User to not display the Secondary Site
Collection Contact associated with this service to the business users requesting this
service.
Governance Automation Online Administrator’s Guide
37
•
Assign by Business User – Allows the business user to configure the Secondary Site
Collection Contact.
22. Click the arrow on the right-hand side to proceed to the next step.
23. DocAve Online Deployment Manager Plan – Select the Apply DocAve Online Deployment
Manager Plan checkbox to apply a DocAve Manager plan to the new site collection. The pattern
in the Deployment Manager plan will be used to create the new site collection. Deployment
Manger plans will be displayed in the table if they meet all of the following conditions:
a. The deployment type of the mappings in the plan is Design Element or the source nodes
in the mappings are within the User Solution Gallery node.
b. The destination nodes in the mappings are site collections.
c. All of the mappings in the plan meet all of the conditions above.
If more than one Deployment Manager plan is selected, you must choose a default Deployment
Manager plan from the Default Selection drop-down list.
You can assign the selected Deployment Manager plan to site collections created by this service,
or allow the business user to choose the Deployment Manager plan when submitting a service
request. Choose from the following:
•
Assign by IT Admin – The Deployment Manager plan selected in the Default Selection
drop-down list will be applied to all site collections created by this service. Select Show
as Read-Only to Business User to allow the business users to see the Deployment
Manager plan in the service request or Hide from Business User to not display the
Deployment Manager plan to the business users requesting this service.
•
Assign by Business User – Allows the business user to choose from the Deployment
Manager plans you have selected in the Select plans area.
24. Manage Site Collection Lifecycle – Select the Enable Site Collection Lease Period checkbox to
enable a lease period for the site collection. Specify the lease period by entering a positive
integer in the provided text box and choose Day(s), Week(s), Month(s), or Year(s) from the
drop-down menu.
Choose whether to assign the site collection lease period to site collections created by this
service or allow the business user to choose the site collection lease period when submitting a
service request for this service. Choose from the following:
•
Assign by IT Admin – The site collection lease period configured here will be associated
with the site collection created by this service. Select Show as Read-Only to Business
User to allow the business users to see the site collection lease period in the service
request or Hide from Business User to not display the site collection lease period
associated with this service to the business users requesting this service.
•
Assign by Business User – Allows the business user to configure the site collection lease
period.
When the site collection lease period is enabled, you can choose to enable lease expiration
warning to configure when to send the warning e-mail before the site collection reaches
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Governance Automation Online Administrator’s Guide
expiration by selecting the Enable lease expiration warning checkbox. Then, enter a positive
integer in the provided text box and choose Day(s), Week(s), Month(s), or Year(s) from the
drop-down menu.
Choose whether to assign the lease expiration warning to site collections created by this service
or allow the business user to choose the lease expiration warning when submitting a service
request for this service. Choose from the following:
•
Assign by IT Admin – The lease expiration warning configured here will be associated
with the site collection created by this service. Select Show as Read-Only to Business
User to allow the business users to see the lease expiration warning in the service
request or Hide from Business User to not display the lease expiration warning
associated with this service to the business users requesting this service.
•
Assign by Business User – Allows the business user to configure the lease expiration
warning.
Select an approval process from the drop-down menu or click Create New to create a new one.
This approval process will be triggered when the site collection lease period is exceeded. A task
will be assigned to the business users specified in the selected approval process asking if they
would like to extend site collection lease or delete the site collection.
25. Governance Automation Online App and App Part – Choose to automatically enable the
Governance Automation Online App during site collection creation. If enabling this feature, first
make sure that the Governance Automation Online App has been properly deployed to your
SharePoint Online environment. For more information about the environment configuration and
deployment, refer to Installing the Governance Automation Online App. If you choose
Automatically enable Governance Automation Online App, you can also Automatically add the
Site Information Card app part into the homepage of the site collection that will be created by
this service.
26. Metadata – Select the metadata to be made available to users when submitting a request for
this service. Metadata created by Governance Automation Online will be stored in the property
bag of the new site collection in order to maintain information such as purpose of creation,
geography, compliance and records standards, etc. Click Add Metadata to display the Add
Metadata window. In the Add Metadata window, configure the following settings:
•
Select the desired metadata by clicking the select ( ) button before a metadata name
and then click Add to List to add the selected metadata to the metadata table. The
metadata displayed here are configured in the Metadata interface, you can also click
Create on the ribbon to redirect to Create Metadata interface to create a new one. For
information, refer to Creating or Editing Metadata.
•
Click a metadata name to see the detailed information of the selected metadata.
•
Select the desired metadata by clicking the select ( ) button before a metadata name
and then click Edit to edit the selected metadata.
Close the Add Metadata window to save all of the configurations and return to the service
creation page.
Governance Automation Online Administrator’s Guide
39
27. Click the arrow on the right-hand side to proceed to the next step.
28. Approval Process – Select an approval process from the drop-down menu or click Create New.
The Approval Process Settings interface appears. After selecting the approval process, the
approval stage, approver, and approval order are displayed. You can create a new approval
process from an existing approval process by clicking Create From This Existing Approval
Process. The Approval Process Settings window appears. Configure the settings, and then save
and activate the approval process. For more information on configuring the approval process,
refer to Creating or Editing Approval Processes.
Select the Allow approvers to edit this service request checkbox to allow the approvers to edit
the service request for this service. You can also choose to Notify the requester when the
service request is edited by selecting the checkbox and then selecting an E-mail template.
29. Custom Action – Allows you to define custom actions before approval, after approval, and after
execution of the request via the methods that exist in a published Web Service. Select the
corresponding checkboxes and complete the following steps:
a. Enter the URL of your published Web Service in the Web Service Address text box.
b. Click Retrieve to retrieve the methods in the Web Service.
c. Select your desired method from the drop-down list.
d. If there are parameters defined in the selected method, the parameters are displayed in
a table. Enter the value for each parameter in the corresponding text box.
30. Run During – Select Enable service request execution schedule to define when Governance
Automation Online executes the service request. Then, choose a previously configured
execution schedule from the drop-down menu or click Create New to create a new one.
31. When you have finished configuring settings for this service, choose one of the following
options:
•
Click the arrow on the left-hand side to go to the previous steps to review and modify
your configurations.
•
Click Save to save all of the configurations and return to the Service Management
interface.
•
Click Save and Activate to save all of the configurations and activate this service, which
allows users to submit requests for this service.
•
Click Cancel to return to the Service Management interface without saving any
configurations.
Configuring Create Site Services
Configure Create Site services to define the Create Site service request template for business users. You
can customize the settings for sites created by this service as well as configure available options for
business users to choose from when requesting this service. Sites created by Governance Automation
Online inherit data protection and content retention policies from the site collection they live in.
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Governance Automation Online Administrator’s Guide
On the interface for creating or editing a Create Site service, configure the following settings:
1. Service Name and Description – Enter a Name for the service and an optional Description for
future reference.
2. Language – Choose the language for this service. When starting a request, you can filter the
services according to their languages.
3. Service Category – Categories are used to organize your Governance Automation Online
services. Select an existing category from the drop-down menu or create a new category for this
service by clicking Create New then configuring the new category in the Create Category
interface.
4. Department – Departments help organize services as well as provide essential Governance
Automation Online reporting information for sorting and understanding your organization’s
SharePoint Online usage. Select a Department you wish this service to belong to from the dropdown menu or click Create New to create a new one.
Choose whether to assign a Department to this service and sites created by this service or allow
the business user to choose the Department when submitting a service request for this service.
Choose from the following:
•
Assign by IT Admin – The Department selected in the preceding drop-down menu will
be associated with all sites created by this service. Select Show as Read-Only to
Business User to allow the business users to see the default department in the service
request or Hide from Business User to not display the department associated with this
service to the business users requesting this service.
•
Assign by Business User – Allows business user to choose the department when
submitting a service request for this service.
5. Service Permissions – Choose how users will get to this service and who has permission to
access it.
•
•
Display this service in the service catalog – This service will be displayed in the service
catalog.
o
Allow all users to use this service – Allow this service to be requested by any
user.
o
Select users or groups to use this service – Select the users or Office 365 groups
that have permission to access this service. Enter the names of the users or
groups in the text box. Click the check ( ) button to check that the names are
valid. You may also click the browse ( ) button to search for users or groups.
Separate multiple users or groups with semicolons.
Users may access this service via a questionnaire even if not listed in the permissions
above – Allow users to request this service after they finish answering the questionnaire
even if they are not listed in the service permissions above.
6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is
the owner of the business process for this service. Enter the username in the Service Contact
Governance Automation Online Administrator’s Guide
41
text box. Click the check ( ) button to check that the name is valid. You may also click the
browse ( ) button to search for users.
7. Administrator Contact – Specify a user to be the Administrator Contact. This user should be an
administrator of Governance Automation Online and is responsible for service management.
Governance Automation Online will assign a task to the Administrator Contact when an error
occurs after the approval process starts. Enter a username in the Administrator Contact text
box. Click the check ( ) button to check that the name is valid or click the browse ( ) button
to search for users. To also have an e-mail notification be sent to the Administrator Contact
when this service encounters an error, configure the Administrator Notification section of the
System group within Settings. For more information, refer to Configuring Administrator
Notification.
8. Click the arrow on the right-hand side to proceed to the next step.
9. Scope – Choose the site collections you wish to be made available in this service. Business users
will be able to choose which site collection to create the new site under. Choose one of the
following methods to configure the scope:
•
Manually input URL - Select this option and click Add Your Own URL to enter the URL of
the site collection in the text box. To add more site collections, click Add Your Own URL
after entering a URL.
•
Select scope from tree – Select this option and then select the site collections from the
data tree.
You can also choose to Use SharePoint Online context to automatically populate the service
request scope. Select this checkbox to retrieve and use SharePoint Online context in the service
request scope. In the request triggered from the Site Information Card app part, the URL of the
site where the Site Information Card resides will be retrieved. The site URL will be automatically
used as the request scope. Choose one of the following options:
•
Allow Business User to Edit the URL – The site URL will be automatically filled into the
text box, and the requester can edit it.
•
Show as Read-Only to Business User – The site URL will be displayed as read-only, and
the requester cannot edit it.
•
Hide from Business User – The site URL will be hidden from the requester.
10. Language – Specify the language for the sites. If more than one language is selected, choose a
default language from the Default Selection drop-down menu.
Choose whether to assign a language to sites created by this service or allow the business user
to choose the language when submitting a service request for this service from the languages
selected in the Language configuration area. Choose from the following:
•
42
Assign by IT Admin – The language selected in the Default Selection drop-down menu
will be associated with all sites created by this service. Select Show as Read-Only to
Business User to allow the business users to see the selected language in the service
Governance Automation Online Administrator’s Guide
request or Hide from Business User to not display the language to the business users
requesting this service.
•
Assign by Business User – Allows business user to choose from the languages you have
selected in the Language configuration area.
11. Site Template – Specify the templates which can be used to create the site. In the Select
templates text box, enter the site collection URL where all of your site templates are centrally
stored. Then click Retrieve to retrieve the available templates and select the desired templates
by selecting corresponding checkboxes. Select a template as the default template from the
drop-down menu in the Default Selection section.
Choose whether to assign a template to sites created by this service or allow the business user
to choose the site template when submitting a service request for this service. Choose from the
following:
•
Assign by IT Admin – The site template selected in the Default Selection drop-down
menu will be associated with all sites created by this service. Select Show as Read-Only
to Business User to allow the business users to see the selected site template in the
service request or Hide from Business User to not display the site template to the
business users requesting this service.
•
Assign by Business User – Allows business user to choose from the site templates you
have selected in the Template Selection configuration area.
12. Click the arrow on the right-hand side to proceed to the next step.
13. Security Groups – Select to inherit permissions from parent site or use the unique permissions.
•
Use same permissions as parent site – Select Use same permissions as parent site to
inherit the parent site’s permissions settings. Assign by IT Admin will be the default
selection for the Assign by drop-down menu. Choose whether to Show as Read-Only to
Business User or Hide from Business User.
•
Use unique permissions – Select Use unique permissions and customize the site
permissions for sites created by this service:
o
The Common tab – Configure the common permission settings to assign
permissions to specific groups and users. By default, the common groups are
displayed. Click the edit ( ) button to edit the settings of a specific group or
click the delete ( ) button to delete a specific group.

Create Group – Click Create Group to create a new group and add it
into the common permission settings. In the Add a Group window,
configure the following settings:
a. Custom Group Name – Enter a name for the group and enter an
optional description for future reference. Enter $SiteName to
automatically add the site title as the group name prefix in
Create Site service request.
b. Assign By – Choose who will assign the group settings, IT Admin
or Business User.
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43
c. Select Users – Select your desired users to add into the group.
Click Add a User and enter the usernames in the pop-up
window. You can also enter $ to select the following roles:
$Requester, $ManagerOfRequester,
$PrimarySiteCollectionContact,
$SecondarySiteCollectionContact, $PrimarySiteContact, and
$SecondarySiteContact. Then, click OK to save your
configurations.
Optionally, select the Enforce Permission checkbox after a
username. In the request page, the user cannot be deleted and
the user permissions cannot be modified. For the enforced
permission user, you can hide the enforced permission user
from the request page by selecting the Hide checkbox.
d. Permissions – Configure the permissions for this group. Select
your desired permission levels by selecting the corresponding
checkboxes.
Optionally, select the Allow Business User to change the
permission level of this group checkbox, so that the business
users can modify the permission level when creating a request.
e. Click Save to save the group settings.

Grant Permissions – Click Grant Permissions to grant permissions to
specific users. In the Grant User Permissions window, configure the
following settings:
a. Select Users – Enter the names of the users that you are about
to grant permissions.
b. Assign By – Choose who will assign the user permissions, IT
Admin or Business User.
c. Permissions – Configure the permissions for the users. Select
your desired permission levels by selecting the corresponding
checkboxes.
d. Click Save to save your configurations.
o
The specific template tab – The template tab depends on the selected site
template. The default groups of the site template are displayed. Click the edit
( ) button to edit the settings of a custom group or click the delete ( ) button
to delete a custom group.

44
Use common permission settings – Select the checkbox to apply the
permission settings in the Common tab. If there are group names that
already exist in the Common tab, the group settings will be replaced by
those of the Common tab.
Governance Automation Online Administrator’s Guide

Create Group – Click Create Group to create a new group and add it
into the specific template permission settings. In the Add a Group
window, configure the following settings:
a. Custom Group Name – Enter a name for the group and enter an
optional description for future reference. Enter $SiteName to
automatically add the site title as the group name prefix in
Create Site service request.
b. Assign By – Choose who will assign the group settings, IT Admin
or Business User.
c. Select Users – Select your desired users to add into the group.
Click Add a User and enter the usernames in the pop-up
window. You can also enter $ to select the following roles:
$Requester, $ManagerOfRequester,
$PrimarySiteCollectionContact, and
$SecondarySiteCollectionContact. Then, click OK to save your
configurations.
Optionally, select the Enforce Permission checkbox after a
username. In the request page, the user cannot be deleted and
the user permissions cannot be modified. For the enforced
permission user, you can hide the enforced permission user
from the request page by selecting the Hide checkbox.
d. Permissions – Configure the permissions for this group. Select
your desired permission levels by selecting the corresponding
checkboxes.
Optionally, select the Allow Business User to change the
permission level of this group checkbox, so that the business
users can modify the permission level when creating a request.
e. Click Save to save the group settings.

Grant Permissions – Click Grant Permissions to grant permissions to
specific users. In the Grant User Permissions window, configure the
following settings:
a. Select Users – Enter the names of the users that you are about
to grant permissions.
b. Assign By – Choose who will assign the user permissions, IT
Admin or Business User.
c. Permissions – Configure the permissions for the users. Select
your desired permission levels by selecting the corresponding
checkboxes.
d. Click Save to save your configurations.
Governance Automation Online Administrator’s Guide
45
o
Business User action control – Choose how to control the business user actions
on the security group.

Allow Business User to grant user permissions directly – Select this
checkbox to allow business users to directly grant permissions to
specific users in the request.

Prevent Business User from requesting to grant permissions with the
following permission levels – Select this checkbox and select your
desired permission levels. The selected permission levels will not be
displayed in the request.
14. Navigation – Configure navigation options for sites created using this service:
•
Choose whether or not to Display this site on the Quick Launch bar of the parent site.
•
Choose whether or not to Display this site on the top link bar of the parent site.
Choose whether to apply this option to sites created by this service or allow the business user to
choose the option when submitting a service request for this service. Choose from the following:
•
Assign by IT Admin – The navigation options configured here will be associated with all
sites created by this service. Select Show as Read-Only to Business User to allow the
business users to see the navigation options in the service request or Hide from
Business User to not display the navigation options in this service to the business users
requesting this service.
•
Assign by Business User – Allows the business user to configure the navigation options.
15. Navigation Inheritance – Choose whether or not to have sites created by this service Use the
top link bar from the parent site by choosing the corresponding option.
Choose whether to apply the option to this service and sites created by this service or allow the
business user to choose the option when submitting a service request for this service. Choose
from the following:
• Assign by Business User – Allows business user to choose the option when submitting a
service request for this service.
•
Assign by IT Admin – The selected option will be applied for this service. Select Show as
Read-Only to Business User to allow the business users to see the default option in the
service request or Hide from Business User to not display the option associated with
this service to the business users requesting this service.
16. Click the arrow on the right-hand side to proceed to the next step.
17. Primary Site Contact – The Primary Site Contact will be the user designated for managing the
site created by this service. Assign a user to be the Primary Site Contact by entering the
username into the text box. Click the check ( ) button to check that the name is valid or click
the browse ( ) button to search for users.
You can also enter $ to select one of the following roles:
•
46
$Requester – The requester will become the Primary Site Contact.
Governance Automation Online Administrator’s Guide
•
$ManagerOfRequester – The manager of the requester will become the Primary Site
Contact.
•
$PrimarySiteCollectionContact – The Primary Site Collection Contact of this service will
become the Primary Site Contact.
•
$SecondarySiteCollectionContact – The Secondary Site Collection Contact of this service
will become the Primary Site Contact.
Choose whether to assign the Primary Site Contact to sites created by this service or allow the
business user to designate one when submitting a service request for this service. Choose from
the following:
•
Assign by IT Admin – The Primary Site Contact configured here will be associated with
all sites created by this service. Select Show as Read-Only to Business User to allow the
business users to see the Primary Site Contact in the service request or Hide from
Business User to not display the Primary Site Contact associated with this service to the
business users requesting this service.
•
Assign by Business User – Allows the business user to configure the Primary Site
Contact.
18. Secondary Site Contact – The Secondary Site Contact will be the user designated for managing
sites created by this service in case the Primary Site Contact is unable to respond to a
notification. Assign a user to be the Secondary Site Contact by entering the username into the
text box. Click the check ( ) button to check that the name is valid or click the browse ( )
button to search for users.
You can also enter $ to select one of the following roles:
•
$Requester – The requester will become the Secondary Site Contact.
•
$ManagerOfRequester – The manager of the requester will become the Secondary Site
Contact.
•
$PrimarySiteCollectionContact – The Primary Site Collection Contact of this service will
become the Secondary Site Contact.
•
$SecondarySiteCollectionContact – The Secondary Site Collection Contact of this service
will become the Secondary Site Contact.
Choose whether to assign the Secondary Site Contact to sites created by this service or allow the
business user to designate one when submitting a service request for this service. Choose from
the following:
•
Assign by IT Admin – The Secondary Site Contact configured here will be associated
with all sites created by this service. Select Show as Read-Only to Business User to
allow the business users to see the Secondary Site Contact in the service request or Hide
from Business User to not display the Secondary Site Contact associated with this
service to the business users requesting this service.
Governance Automation Online Administrator’s Guide
47
•
Assign by Business User – Allows the business user to configure the Secondary Site
Contact.
19. DocAve Online Deployment Manager Plan – Select the Apply DocAve Online Deployment
Manager Plan checkbox to apply a DocAve Manager plan to the new site. The pattern in the
Deployment Manager plan will be used to create the new site. Deployment Manger plans will be
displayed in the table if they meet all of the following conditions:
a. The deployment type of the mappings in the plan is Design Element or the source nodes
in the mappings are within the User Solution Gallery node.
b. The destination nodes in the mappings are sites.
c. All of the mappings in the plan meet all of the conditions above.
If more than one Deployment Manager plan is selected, you must choose a default Deployment
Manager plan from the Default Selection drop-down list.
You can assign the selected Deployment Manager plan to sites created by this service, or allow
the business user to choose the Deployment Manager plan when submitting a service request.
Choose from the following:
•
Assign by IT Admin – The Deployment Manager plan selected in the Default Selection
drop-down list will be applied to all sites created by this service. Select Show as ReadOnly to Business User to allow the business users to see the Deployment Manager plan
in the service request or Hide from Business User to not display the Deployment
Manager plan to the business users requesting this service.
•
Assign by Business User – Allows the business user to choose from the Deployment
Manager plans you have selected in the Select plans area.
20. Governance Automation Online App and App Part – Choose to automatically enable the
Governance Automation Online App during site creation. If enabling this feature, first make sure
that the Governance Automation Online App has been properly deployed to your SharePoint
Online environment. For more information about the environment configuration and
deployment, refer to Installing the Governance Automation Online App. If you choose
Automatically enable Governance Automation Online App, you can also Automatically add the
Site Information Card app part into the homepage of the site that will be created by this
service.
21. Metadata – Select the metadata to be made available to users when submitting a request for
this service. Click the Add Metadata to go to the Add Metadata window. In the Add Metadata
window:
48
•
Create – Click Create to create new metadata in the Create Metadata window. For
more information about how to configure metadata, refer to Creating or Editing
Metadata.
•
Edit – Select metadata and click Edit. For more information about how to configure
metadata, refer to Creating or Editing Metadata.
•
Add to List – Select desired metadata and click Add to List. The metadata displayed here
is configured in Settings > Request Management > Metadata.
Governance Automation Online Administrator’s Guide
22. Approval Process – Select an approval process from the drop-down menu or click Create New.
The Approval Process Settings interface appears. After selecting the approval process, the
approval stage, approver, and approval order are displayed. You can create a new approval
process from an existing approval process by clicking Create From This Existing Approval
Process. The Approval Process Settings window appears. Configure the settings, and then save
and activate the approval process. For more information on configuring the approval process,
refer to Creating or Editing Approval Processes.
Select the Allow approvers to edit this service request checkbox to allow the approvers to edit
the service request for this service. You can also choose to Notify the requester when the
service request is edited by selecting the checkbox and then selecting an E-mail template.
23. Custom Action – Allows you to define custom actions before approval, after approval, and after
execution of the request via the methods that exist in a published Web Service. Select the
corresponding checkboxes and complete the following steps:
a. Enter the URL of your published Web Service in the Web Service Address text box.
b. Click Retrieve to retrieve the methods in the Web Service.
c. Select your desired method from the drop-down list.
d. If there are parameters defined in the selected method, the parameters are displayed in
a table. Enter the value for each parameter in the corresponding text box.
24. Run During – Select Enable service request execution schedule to define when Governance
Automation Online executes the service request. Then choose a previously configured execution
schedule from the drop-down menu or click Create New to create a new one.
25. When you have finished configuring settings for this service, choose one of the following
options:
•
Click the arrow on the left-hand side to go to the previous steps to review and modify
your configurations.
•
Click Save to save all of the configurations and return to the Service Management
interface.
•
Click Save and Activate to save all of the configurations and activate this service, which
allows users to submit requests for this service.
•
Click Cancel to return to the Service Management interface without saving any
configurations.
Configuring Create Library/List Services
Configure Create Library/List services to define the Create Library/List service request templates for
business users. You can predefine the settings for libraries or lists created by this service as well as
configure available options for business users to choose from when requesting this service. Libraries or
lists created by Governance Automation Online are included in the data protection plan and content
retention rules of the site collection they live in.
Governance Automation Online Administrator’s Guide
49
On the interface for creating or editing a Create Library/List service, configure the following settings:
1. Service Name and Description – Enter a Name for the service and an optional Description for
future reference.
2. Language – Choose the language for this service. When starting a request, you can filter the
services according to their languages.
3. Service Category – Categories are used to organize your Governance Automation Online
services. Select an existing category from the drop-down menu or create a new category for this
service by clicking Create New then configuring the new category in the Create Category
interface.
4. Department – Departments help organize services as well as provide essential Governance
Automation Online reporting information for sorting and understanding your organization’s
SharePoint Online usage. Select a Department you wish this service to belong to from the dropdown menu or click Create New to create a new one.
Choose whether to assign a department to this service or allow the business user to choose the
department when submitting a service request for this service. Choose from the following:
•
Assign by IT Admin – The department selected in the preceding drop-down menu will
be associated with all libraries/lists created by this service. Select Show as Read-Only to
Business User to allow the business users to see the default department in the service
request or Hide from Business User to not display the department associated with this
service to the business users requesting this service.
•
Assign by Business User – Allows business user to choose the department when
submitting a service request for this service.
5. Service Permissions – Choose how users will get to this service and who has permission to
access it.
•
•
Display this service in the service catalog – This service will be displayed in the service
catalog.
o
Allow all users to use this service – Allow this service to be requested by any
user.
o
Select users or groups to use this service – Select the users or Office 365 groups
that have permission to access this service. Enter the names of the users or
groups in the text box. Click the check ( ) button to check that the names are
valid. You may also click the browse ( ) button to search for users or groups.
Separate multiple users or groups with semicolons.
Users may access this service via a questionnaire even if not listed in the permissions
above – Allow users to request this service after they finish answering the questionnaire
even if they are not listed in the service permissions above.
6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is
the owner of the business process for this service. Enter the username in the Service Contact
text box. Click the check ( ) button to check that the name is valid. You may also click the
browse ( ) button to search for users.
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Governance Automation Online Administrator’s Guide
7. Administrator Contact – Specify a user to be the Administrator Contact. This user should be an
administrator of Governance Automation Online and is responsible for service management.
Governance Automation Online will assign a task to the Administrator Contact when an error
occurs after the approval process starts. Enter a username in the Administrator Contact text
box. Click the check ( ) button to check that the name is valid or click the browse ( ) button
to search for users. To also have an e-mail notification be sent to the Administrator Contact
when this service encounters an error, configure the Administrator Notification section of the
System group within Settings. For more information, refer to Configuring Administrator
Notification.
8. Click the arrow on the right-hand side to proceed to the next step.
9. Scope – Choose the site collections you wish to be made available in this service. Business users
will be able to choose which site collection to create the new library or list under.
Choose one of the following methods to configure the scope:
•
Manually input URL – Select this option and click Add Your Own URL to enter the site
collection URL in the URL text box. To add more site collections click Add Your Own URL
after entering a URL.
•
Select scope from tree – Select this option and then select the site collections from the
data tree.
You can also choose to Use SharePoint Online context to automatically populate the service
request scope. Select this checkbox to retrieve and use SharePoint Online context in the service
request scope. In the request triggered from the Site Information Card app part, the URL of the
site where the Site Information Card resides will be retrieved. The site URL will be automatically
used as the request scope. Choose one of the following options:
•
Allow Business User to Edit the URL – The site URL will be automatically filled into the
text box, and the requester can edit it.
•
Show as Read-Only to Business User – The site URL will be displayed as read-only, and
the requester cannot edit it.
•
Hide from Business User – The site URL will be hidden from the requester.
10. Navigation – Specify whether to display this library or list in the Quick Launch of its parent site.
Choose whether to assign the navigation option to the library or list created by this service or
allow the business user to choose this option when submitting a service request for this service
in the Navigation configuration area. Choose from the following:
•
Assign by IT Admin – The option selected here will be associated with all libraries or lists
created by this service. Select Show as Read-Only to Business User to allow the
business user to see the selected option in the service request or Hide from Business
User to not display the selected option to the business users requesting this service.
•
Assign by Business User – Allows business user to choose the option in the Navigation
configuration area.
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51
11. Type – Select the type of the object that you allow to be create, Library or List.
Choose whether to assign the type to the library or list created by this service or allow the
business user to choose the type when submitting a service request for this service in the Type
configuration area. Choose from the following:
•
Assign by IT Admin – The type selected here will be associated with all service requests
created by this service. Select Show as Read-Only to Business User to allow the
business user to see the selected type in the service request or Hide from Business User
to not display the selected type to the business users requesting this service.
•
Assign by Business User – Allows business user to choose the type in the Type
configuration area.
12. Click the arrow on the right-hand side to proceed to the next step.
13. Library/List Template – Enter the address in which the templates are stored in the Templates
store text box to load the templates. Click Retrieve to retrieve the templates. Then, select the
template for the library or list that you are about to create by selecting the corresponding
checkboxes.
Select a template from the Default template drop-down list to set it as the default template.
Choose whether to assign the selected templates to the library or list created by this service or
allow the business user to select templates when submitting a service request for this service in
the Library/List Template configuration area. Choose from the following:
•
Assign by IT Admin – The templates selected here will be associated with all libraries or
lists created by this service. Select Show as Read-Only to Business User to allow the
business user to see the selected templates in the service request or Hide from Business
User to not display the selected templates to the business user requesting this service.
•
Assign by Business User – Allows business user to select templates in the Library/List
Template configuration area.
14. Document Version History (This section appears when you select Library as the Type.) – Specify
whether a version is created each time you edit a file in this library.
•
Require content approval for submitted files? – Specify whether new files or changes
to existing files should remain in a draft state until they have been approved.
•
Create a version each time you edit a file in this library?
•
52
o
No versioning – Do not create a version when a file in this library is edited.
o
Create major versions – Create a major version each time a file in this library is
edited.
o
Create major and minor (draft) versions – Create major and minor versions
each time a file in this library is edited.
Optionally limit the number of versions to retain – Allows you to limit the number of
versions that you wish to retain. To limit the number of major versions, select the
checkbox before Keep the following number of major versions and enter a positive
Governance Automation Online Administrator’s Guide
integer in the provided text box. You can also keep drafts for major versions by selecting
the checkbox before Keep drafts for the following number of major versions and enter
a positive integer in the provided text box.
Choose whether to assign the configured settings to the library created by this service or allow
the business user to configure these settings when submitting a service request for this service
in the Document Version History configuration area. Choose from the following:
•
Assign by IT Admin – The settings configured here will be associated with all libraries
created by this service. Select Show as Read-Only to Business User to allow the
business user to see the configured settings in the service request or Hide from
Business User to not display the configured settings to the business user requesting this
service.
•
Assign by Business User – Allows business user to configure the settings in the
Document Version History configuration area.
15. Item Version History (This section appears when you select List as the Type.) – Specify whether
a version is created each time you edit an item in this list.
•
Require content approval for submitted items? – Specify whether new items or
changes to existing items should remain in a draft state until they have been approved.
•
Choose whether to Create a version each time you edit an item in this list.
•
Optionally limit the number of versions to retain – Allows you to limit the number of
versions that you wish to retain. To limit the number of versions, select the Keep the
following number of versions checkbox and enter a positive integer in the provided text
box. You can also keep drafts for approved versions by selecting the Keep drafts for the
following number of approved versions checkbox and entering a positive integer in the
provided text box.
Choose whether to assign the configured settings to the list created by this service or allow the
business user to configure these settings when submitting a service request for this service in
the Item Version History configuration area. Choose from the following:
•
Assign by IT Admin – The settings configured here will be associated with all lists
created by this service. Select Show as Read-Only to Business User to allow the
business user to see the configured settings in the service request or Hide from
Business User to not display the configured settings to the business user requesting this
service.
•
Assign by Business User – Allows business user to configure the settings in the Item
Version History configuration area.
16. Click the arrow on the right-hand side to proceed to the next step.
17. Metadata – Select the metadata to be made available to users when submitting a request for
this service. Click the Add Metadata to go to the Add Metadata window. In the Add Metadata
window:
Governance Automation Online Administrator’s Guide
53
•
Create – Click Create to create new metadata in the Create Metadata window. For
more information about how to configure metadata, refer to Creating or Editing
Metadata.
•
Edit – Select metadata and click Edit. For more information about how to configure
metadata, refer to Creating or Editing Metadata.
•
Add to List – Select desired metadata and click Add to List. The metadata displayed here
is configured in Settings > Request Management > Metadata.
18. Approval Process – Select an approval process from the drop-down menu or click Create New.
The Approval Process Settings interface appears. After selecting the approval process, the
approval stage, approver, and approval order are displayed. You can create a new approval
process from an existing approval process by clicking Create From This Existing Approval
Process. The Approval Process Settings window appears. Configure the settings, and then save
and activate the approval process. For more information on configuring the approval process,
refer to Creating or Editing Approval Processes.
Select the Allow approvers to edit this service request checkbox to allow the approvers to edit
the service request for this service. You can also choose to Notify the requester when the
service request is edited by selecting the checkbox and then selecting an E-mail template.
19. Custom Action – Allows you to define custom actions before approval, after approval, and after
execution of the request via the methods that exist in a published Web Service. Select the
corresponding checkboxes and complete the following steps:
a. Enter the URL of your published Web Service in the Web Service Address text box.
b. Click Retrieve to retrieve the methods in the Web Service.
c. Select your desired method from the drop-down list.
d. If there are parameters defined in the selected method, the parameters are displayed in
a table. Enter the value for each parameter in the corresponding text box.
20. Run During – Select Enable service request execution schedule to define when Governance
Automation Online executes the service request. Then choose a previously configured execution
schedule from the drop-down menu or click Create New to create a new one.
21. When you have finished configuring settings for this service, choose one of the following
options:
54
•
Click the arrow on the left-hand side to go to the previous steps to review and modify
your configurations.
•
Click Save to save all of the configurations and return to the Service Management
interface.
•
Click Save and Activate to save all of the configurations and activate this service, which
allows users to submit requests for this service.
•
Click Cancel to return to the Service Management interface without saving any
configurations.
Governance Automation Online Administrator’s Guide
Configuring Site Collection Lifecycle Management Services
Site Collection Lifecycle Management services provide business users with control over the lifecycle of
their site collections created/managed by Governance Automation Online. You can configure the
settings to notify site collection owners of lease expiration and lack of use of their site collections.
On the interface for creating or editing a Site Collection Lifecycle Management service, configure the
following settings:
1. Service Name and Description– Enter a Name for the service and an optional Description for
future reference.
2. Language – Choose the language for this service. When starting a request, you can filter the
services according to their languages.
3. Service Category – Categories are used to organize your Governance Automation Online
services. Select an existing category from the drop-down menu or create a new category for this
service by clicking Create New then configuring the new category in the Create Category
interface.
4. Department – Departments help organize services as well as provide essential Governance
Automation Online reporting information for sorting and understanding your organization’s
SharePoint Online usage. Select a department you wish this service to belong to from the dropdown menu or click Create New to create a new one.
Choose whether to assign a department to this service or allow the business user to choose the
department when submitting a service request for this service. Choose from the following:
•
Assign by IT Admin – The users in the Department selected in the preceding drop-down
menu will be the intended requesters of this service. Select Show as Read-Only to
Business User to allow the business users to see the default department in the service
request or Hide from Business User to not display the department associated with this
service to the business users requesting this service.
•
Assign by Business User – Allows business user to choose the department when
submitting a service request for this service.
5. Service Permissions – Choose how users will get to this service and who has permission to
access it.
•
Display this service in the service catalog – This service will be displayed in the service
catalog.
o
Allow all users to use this service – Allow this service to be requested by any
user.
o
Select users or groups to use this service – Select the users or Office 365 groups
that have permission to access this service. Enter the names of the users or
groups in the text box. Click the check ( ) button to check that the names are
valid. You may also click the browse ( ) button to search for users or groups.
Separate multiple users or groups with semicolons.
Governance Automation Online Administrator’s Guide
55
•
Users may access this service via a questionnaire even if not listed in the permissions
above – Allow users to request this service after they finish answering the questionnaire
even if they are not listed in the service permissions above.
Optionally, select the Only allow site collection contacts or site collection administrators to
submit requests for this service checkbox. Only the site collection contacts or site collection
administrators will have the permission to submit requests for this service.
6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is
the owner of the business process for this service. Enter the username in the Service Contact
text box. Click the check ( ) button to check that the name is valid. You may also click the
browse ( ) button to search for users.
7. Administrator Contact –Specify a user to be the Administrator Contact. This user should be an
administrator of Governance Automation Online and is responsible for service management.
Governance Automation Online will assign a task to the Administrator Contact when an error
occurs after the approval process starts. Enter a username in the Administrator Contact text
box. Click the check ( ) button to check that the name is valid or click the browse ( ) button
to search for users. To also have an e-mail notification be sent to the Administrator Contact
when this service encounters an error, configure the Administrator Notification section of the
System group within Settings. For more information, refer to Configuring Administrator
Notification.
8. Click the arrow on the right-hand side to proceed to the next step.
9. Lifecycle Management Actions – Select the type of lifecycle management service to create:
•
Extend Site Collection – Allows business users to request an extension to the lease of
their site collection. Note that an extension to a site collection’s lease will grant the site
collection the amount of time indicated in the lease from the day the request is
approved and is not in addition to the remaining time of the previous lease.
•
Delete Site Collection – Allows business users to request their site collection be deleted.
•
Change Site Collection Policy - Allows business users to request a different Governance
Automation Online policy be associated with the site collection they own.
*Note: Lifecycle management services are available to the users indicated in their service
Permissions configuration, however, service request for any of these lifecycle management
actions can only be submitted by each site collection’s owner.
10. Scope – Expand the tree to select your desired nodes by selecting the corresponding
checkboxes.
You can also choose to Use SharePoint Online context to automatically populate the service
request scope. Select this checkbox to retrieve and use SharePoint Online context in the service
request scope. In the request triggered from the Site Information Card app part, the URL of the
site collection where the Site Information Card resides will be retrieved. The site collection URL
will be automatically used as the request scope. Choose one of the following options:
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Governance Automation Online Administrator’s Guide
•
Allow Business User to Edit the URL – The site collection URL will be automatically filled
into the text box, and the requester can edit it.
•
Show as Read-Only to Business User – The site collection URL will be displayed as readonly, and the requester cannot edit it.
•
Hide from Business User – The site collection URL will be hidden from the requester.
11. Approval Process – Select Allow approvers to edit this service request to allow all of the
approvers to edit the service request for this service when viewing the service request. You can
Notify the requester when the service request is edited by selecting the checkbox and then
selecting an E-mail template.
12. Metadata – Select the metadata to be made available to users when submitting a request for
this service. Click the Add Metadata to go to the Add Metadata window. In the Add Metadata
window:
•
Create – Click Create to create new metadata in the Create Metadata window. For
more information about how to configure metadata, refer to Creating or Editing
Metadata.
•
Edit – Select metadata and click Edit. For more information about how to configure
metadata, refer to Creating or Editing Metadata.
•
Add to List – Select desired metadata and click Add to List. The metadata displayed here
is configured in Settings > Request Management > Metadata.
13. Custom Action – Allows you to define custom actions before approval, after approval, and after
execution of the request via the methods that exist in a published Web Service. Select the
corresponding checkboxes and complete the following steps:
a. Enter the URL of your published Web Service in the Web Service Address text box.
b. Click Retrieve to retrieve the methods in the Web Service.
c. Select your desired method from the drop-down list.
d. If there are parameters defined in the selected method, the parameters are displayed in
a table. Enter the value for each parameter in the corresponding text box.
14. Run During – Select Enable service request execution schedule to define when Governance
Automation Online executes the service request. Then choose a previously configured execution
schedule from the drop-down menu or click Create New to create a new one.
15. When you have finished configuring settings for this service, choose one of the following
options:
•
Click the arrow on the left-hand side to go to the previous steps to review and modify
your configurations.
•
Click Save to save all of the configurations and return to the Service Management
interface.
•
Click Save and Activate to save all of the configurations and activate this service, which
allows users to submit requests for this service.
Governance Automation Online Administrator’s Guide
57
•
Click Cancel to return to the Service Management interface without saving any
configurations.
Configuring Site Lifecycle Management Services
Site Lifecycle Management services provide business users with control over the lifecycle of their sites
created/managed by Governance Automation Online.
On the interface for creating or editing a Site Lifecycle Management service, configure the following
settings:
1. Service Name and Description – Enter a Name for the service and an optional Description for
future reference.
2. Language – Choose the language for this service. When starting a request, you can filter the
services according to their languages.
3. Service Category – Categories are used to organize your Governance Automation Online
services. Select an existing category from the drop-down menu or create a new category for this
service by clicking Create New then configuring the new category in the Create Category
interface.
4. Department – Departments help organize services as well as provide essential Governance
Automation Online reporting information for sorting and understanding your organization’s
SharePoint Online usage. Select a department you wish this service to belong to from the dropdown menu or click Create New to create a new one.
Choose whether to assign a department to this service or allow the business user to choose the
department when submitting a service request for this service. Choose from the following:
•
Assign by Business User – Allows business user to choose the department when
submitting a service request for this service.
•
Assign by IT Admin – The users in the Department selected in the preceding drop-down
menu will be the intended requesters of this service. Select Show as Read-Only to
Business User to allow the business users to see the default department in the service
request or Hide from Business User to not display the department associated with this
service to the business users requesting this service.
5. Service Permissions – Choose how users will get to this service and who has permission to
access it.
•
58
Display this service in the service catalog – This service will be displayed in the service
catalog.
o
Allow all users to use this service – Allow this service to be requested by any
user.
o
Select users or groups to use this service – Select the users or Office 365 groups
that have permission to access this service. Enter the names of the users or
groups in the text box. Click the check ( ) button to check that the names are
Governance Automation Online Administrator’s Guide
valid. You may also click the browse ( ) button to search for users or groups.
Separate multiple users or groups with semicolons.
•
Users may access this service via a questionnaire even if not listed in the permissions
above – Allow users to request this service after they finish answering the questionnaire
even if they are not listed in the service permissions above.
Optionally, select the Only allow site collection contacts, site collection administrators or site
contacts to submit requests for this service checkbox. Only the site collection contacts, site
collection administrators, or site contacts will have the permission to submit requests for this
service.
6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is
the owner of the business process for this service. Enter the username in the Service Contact
text box. Click the check ( ) button to check that the name is valid. You may also click the
browse ( ) button to search for users.
7. Administrator Contact – Specify a user to be the Administrator Contact. This user should be an
administrator of Governance Automation Online and is responsible for service management.
Governance Automation Online will assign a task to the Administrator Contact when an error
occurs after the approval process starts. Enter a username in the Administrator Contact text
box. Click the check ( ) button to check that the name is valid or click the browse ( ) button
to search for users. To also have an e-mail notification be sent to the Administrator Contact
when this service encounters an error, configure the Administrator Notification section of the
System group within Settings. For more information, refer to Configuring Administrator
Notification.
8. Click the arrow on the right-hand side to proceed to the next step.
9. Scope – Configure the scope for this service. Choose one of the following methods:
•
Manually input URL – Click Add Your Own URL to add the URL, then enter the URL in
the text box. Repeat the step to add multiple URLs.
•
Select scope from tree – Expand the tree and select your desired nodes by selecting the
corresponding checkboxes.
You can also choose to Use SharePoint Online context to automatically populate the service
request scope. Select this checkbox to retrieve and use SharePoint Online context in the service
request scope. In the request triggered from the Site Information Card app part, the URL of the
site where the Site Information Card resides will be retrieved. The site URL will be automatically
used as the request scope. Choose one of the following options:
•
Allow Business User to Edit the URL – The site URL will be automatically filled into the
text box, and the requester can edit it.
•
Show as Read-Only to Business User – The site URL will be displayed as read-only, and
the requester cannot edit it.
•
Hide from Business User – The site URL will be hidden from the requester.
10. Lifecycle Management Actions – Allows business users to request to delete their site.
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59
11. Metadata – Select the metadata to be made available to users when submitting a request for
this service. Click Add Metadata to go to the Add Metadata window. In the Add Metadata
window:
•
Create – Click Create to create new metadata in the Create Metadata window. For
more information about how to configure metadata, refer to Creating or Editing
Metadata.
•
Edit – Select metadata and click Edit. For more information about how to configure
metadata, refer to Creating or Editing Metadata.
•
Add to List – Select desired metadata and click Add to List. The metadata displayed here
is configured in Settings > Request Management > Metadata.
12. Approval Process – Select an approval process from the drop-down menu or click Create New.
The Approval Process Settings interface appears. After selecting the approval process, the
approval stage, approver, and approval order are displayed. You can create a new approval
process from an existing approval process by clicking Create From This Existing Approval
Process. The Approval Process Settings window appears. Configure the settings, and then save
and activate the approval process. For more information on configuring the approval process,
refer to Creating or Editing Approval Processes.
Select the Allow approvers to edit this service request checkbox to allow the approvers to edit
the service request for this service. You can also choose to Notify the requester when the
service request is edited by selecting the checkbox and then selecting an E-mail template.
13. Custom Action – Allows you to define custom actions before approval, after approval, and after
execution of the request via the methods that exist in a published Web Service. Select the
corresponding checkboxes and complete the following steps:
a. Enter the URL of your published Web Service in the Web Service Address text box.
b. Click Retrieve to retrieve the methods in the Web Service.
c. Select your desired method from the drop-down list.
d. If there are parameters defined in the selected method, the parameters are displayed in
a table. Enter the value for each parameter in the corresponding text box.
14. Run During – Select Enable service request execution schedule to define when Governance
Automation Online executes the service request. Then, choose a previously configured
execution schedule from the drop-down menu or click Create New to create a new one.
15. When you have finished configuring settings for this service, choose one of the following
options:
60
•
Click the arrow on the left-hand side to go to the previous steps to review and modify
your configurations.
•
Click Save to save all of the configurations and return to the Service Management
interface.
•
Click Save and Activate to save all of the configurations and activate this service, which
allows users to submit requests for this service.
Governance Automation Online Administrator’s Guide
•
Click Cancel to return to the Service Management interface without saving any
configurations.
Configuring Change Site Collection Contact or Administrator Services
Configure Change Site Collection Contact or Administrator services to define the Change Site Collection
Contact or Administrator service request for business users. You can change the site collection contact
or site collection administrator when the site collection expires to transfer the responsibilities to
another user.
On the interface for creating or editing a Change Site Collection Contact or Administrator service,
configure the following settings:
1. Service Name and Description – Enter a Name for the service and an optional Description for
future reference.
2. Language – Choose the language for this service. When starting a request, you can filter the
services according to their language.
3. Service Category – Categories are used to organize your Governance Automation Online
services. Select an existing category from the drop-down menu or create a new category for this
service by clicking Create New then configuring the new category in the Create Category
interface.
4. Department – Departments help organize services as well as provide essential Governance
Automation Online reporting information for sorting and understanding your organization’s
SharePoint Online usage. Select a department you wish this service to belong to from the dropdown menu or click Create New to create a new one.
Choose whether to assign a department to this service or allow the business user to choose the
department when submitting a service request for this service. Choose from the following:
•
Assign by IT Admin – The users in the Department selected in the preceding drop-down
menu will be the intended requesters of this service. Select Show as Read-Only to
Business User to allow the business users to see the default department in the service
request or Hide from Business User to not display the department associated with this
service to the business users requesting this service.
•
Assign by Business User – Allows business user to choose the department when
submitting a service request for this service.
5. Service Permissions – Choose how users will get to this service and who has permission to
access it.
•
Display this service in the service catalog – This service will be displayed in the service
catalog.
o
Allow all users to use this service – Allow this service to be requested by any
user.
o
Select users or groups to use this service – Select the users or Office 365 groups
that have permission to access this service. Enter the names of the users or
Governance Automation Online Administrator’s Guide
61
groups in the text box. Click the check ( ) button to check that the names are
valid. You may also click the browse ( ) to search for users or groups. Separate
multiple users or groups with semicolons.
•
Users may access this service via a questionnaire even if not listed in the permissions
above – Allow users to request this service after they finish answering the questionnaire
even if they are not listed in the service permissions above.
6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is
the owner of the business process for this service. Enter the username in the Service Contact
text box. Click the check ( ) button to check that the name is valid. You may also click the
browse ( ) button to search for users.
7. Administrator Contact – Specify a user to be the Administrator Contact. This user should be an
administrator of Governance Automation Online and is responsible for service management.
Governance Automation Online will assign a task to the Administrator Contact when an error
occurs after the approval process starts. Enter a username in the Administrator Contact text
box. Click the check ( ) button to check that the name is valid or click the browse ( ) button
to search for users. To also have an e-mail notification be sent to the Administrator Contact
when this service encounters an error, configure the Administrator Notification section of the
System group within Settings. For more information, refer to Configuring Administrator
Notification.
8. Click the arrow on the right-hand side to proceed to the next step.
9. Scope – Expand the tree to select your desired nodes by selecting the corresponding
checkboxes.
You can also choose to Use SharePoint Online context to automatically populate the service
request scope. Select this checkbox to retrieve and use SharePoint Online context in the service
request scope. In the request triggered from the Site Information Card app part, the URL of the
site collection where the Site Information Card resides will be retrieved. The site collection URL
will be automatically used as the request scope. Choose one of the following options:
•
Allow Business User to Edit the URL – The site collection URL will be automatically filled
into the text box, and the requester can edit it.
•
Show as Read-Only to Business User – The site collection URL will be displayed as readonly, and the requester cannot edit it.
•
Hide from Business User – The site collection URL will be hidden from the requester.
10. Change Site Collection Contact/Administrator Settings – Choose to allow business users to
change primary and secondary site collection contact, or primary site collection administrator.
11. Metadata – Select the metadata to be made available to users when submitting a request for
this service. Click Add Metadata to go to the Add Metadata window. In the Add Metadata
window:
•
62
Create – Click Create to create new metadata in the Create Metadata window. For
more information about how to configure metadata, refer to Creating or Editing
Metadata.
Governance Automation Online Administrator’s Guide
•
Edit – Select metadata and click Edit. For more information about how to configure
metadata, refer to Creating or Editing Metadata.
•
Add to List – Select desired metadata and click Add to List. The metadata displayed here
is configured in Settings > Request Management > Metadata.
12. Approval Process – Select an approval process from the drop-down menu or click Create New.
The Approval Process Settings interface appears. After selecting the approval process, the
approval stage, approver, and approval order are displayed. You can create a new approval
process from an existing approval process by clicking Create From This Existing Approval
Process. The Approval Process Settings window appears. Configure the settings, and then save
and activate the approval process. For more information on configuring the approval process,
refer to Creating or Editing Approval Processes. This approval process will be triggered when a
service request to change the site collection contact is submitted.
Select the Allow approvers to edit this service request checkbox to allow the approvers to edit
the service request for this service. You can also choose to Notify the requester when the
service request is edited by selecting the checkbox and then selecting an E-mail template.
13. Custom Action – Allows you to define custom actions before approval, after approval, and after
execution of the request via the methods that exist in a published Web Service. Select the
corresponding checkboxes and complete the following steps:
a. Enter the URL of your published Web Service in the Web Service Address text box.
b. Click Retrieve to retrieve the methods in the Web Service.
c. Select your desired method from the drop-down list.
d. If there are parameters defined in the selected method, the parameters are displayed in
a table. Enter the value for each parameter in the corresponding text box.
14. Run During – Select the Enable service request execution schedule checkbox to define when
Governance Automation executes the service request. Then, choose a previously-configured
execution schedule from the drop-down menu or click Create New to create a new one.
15. When you have finished configuring settings for this service, choose one of the following
options:
•
Click the arrow on the left-hand side to go to the previous steps to review and modify
your configurations.
•
Click Save to save all of the configurations and return to the Service Management
interface.
•
Click Save and Activate to save all of the configurations and activate this service, which
allows users to submit requests for this service.
•
Click Cancel to return to the Service Management interface without saving any
configurations.
Governance Automation Online Administrator’s Guide
63
Configuring Change Site Collection Settings Services
Configure Change Site Collection Settings services to define the Change Site Collection Settings service
request template for business users. You can change the title, description, and metadata of site
collections.
On the interface for creating or editing a Change Site Collection Settings service, configure the following
settings:
1. Service Name and Description – Enter a Name for the service and an optional Description for
future reference.
2. Language – Choose the language for this service. When starting a request, you can filter the
services according to their languages.
3. Service Category – Categories are used to organize your Governance Automation Online
services. Select an existing category from the drop-down menu or create a new category for this
service by clicking Create New then configuring the new category in the Create Category
interface.
4. Department – Departments help organize services as well as provide essential Governance
Automation Online reporting information for sorting and understanding your organization’s
SharePoint Online usage. Select a department you wish this service to belong to from the dropdown menu or click Create New to create a new one.
Choose whether to assign a department to this service or allow the business user to choose the
department when submitting a service request for this service. Choose from the following:
•
Assign by IT Admin – The users in the Department selected in the preceding drop-down
menu will be the intended requesters of this service. Select Show as Read-Only to
Business User to allow the business users to see the default department in the service
request or Hide from Business User to not display the department associated with this
service to the business users requesting this service.
•
Assign by Business User – Allows business user to choose the department when
submitting a service request for this service.
5. Service Permissions – Choose how users will get to this service and who has permission to
access it.
•
64
Display this service in the service catalog – This service will be displayed in the service
catalog.
o
Allow all users to use this service – Allow this service to be requested by any
user.
o
Select users or groups to use this service – Select the users or Office 365 groups
that have permission to access this service. Enter the names of the users or
groups in the text box. Click the check ( ) button to check that the names are
valid. You may also click the browse ( ) button to search for users or groups.
Separate multiple users or groups with semicolons.
Governance Automation Online Administrator’s Guide
•
Users may access this service via a questionnaire even if not listed in the permissions
above – Allow users to request this service after they finish answering the questionnaire
even if they are not listed in the service permissions above.
Optionally, select the Only allow site collection contacts or site collection administrators to
submit requests for this service checkbox. Only the site collection contacts or site collection
administrators will have the permission to submit requests for this service.
6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is
the owner of the business process for this service. Enter the username in the Service Contact
text box. Click the check ( ) button to check that the name is valid. You may also click the
browse ( ) button to search for users.
7. Administrator Contact – Specify a user to be the Administrator Contact. This user should be an
administrator of Governance Automation Online and is responsible for service management.
Governance Automation Online will assign a task to the Administrator Contact when an error
occurs after the approval process starts. Enter a username in the Administrator Contact text
box. Click the check ( ) button to check that the name is valid or click the browse ( ) button
to search for users. To also have an e-mail notification be sent to the Administrator Contact
when this service encounters an error, configure the Administrator Notification section of the
System group within Settings. For more information, refer to Configuring Administrator
Notification.
8. Click the arrow on the right-hand side to proceed to the next step.
9. Scope – Expand the tree to select the scope that contains the site collections whose settings are
allowed to change.
You can also choose to Use SharePoint Online context to automatically populate the service
request scope. Select this checkbox to retrieve and use SharePoint Online context in the service
request scope. In the request triggered from the Site Information Card app part, the URL of the
site collection where the Site Information Card resides will be retrieved. The site collection URL
will be automatically used as the request scope. Choose one of the following options:
•
Allow Business User to Edit the URL – The site collection URL will be automatically filled
into the text box, and the requester can edit it.
•
Show as Read-Only to Business User – The site collection URL will be displayed as readonly, and the requester cannot edit it.
•
Hide from Business User – The site collection URL will be hidden from the requester.
10. Changed Site Collection Settings – Choose whether to allow business users to change the title,
description, and metadata of site collections by selecting the corresponding checkboxes. If you
select the Metadata checkbox, click Add Metadata to add metadata to the site collection that
can be edited by business users in the pop-up window. You can also choose whether to Enable
adding or deleting metadata. If enabled, business users are allowed to add or delete metadata
when submitting request for this service.
Governance Automation Online Administrator’s Guide
65
11. Metadata – Select the metadata to be made available to users when submitting a request for
this service. Click the Add Metadata to go to the Add Metadata window. In the Add Metadata
window:
•
Create – Click Create to create new metadata in the Create Metadata window. For
more information about how to configure metadata, refer to Creating or Editing
Metadata.
•
Edit – Select metadata and click Edit. For more information about how to configure
metadata, refer to Creating or Editing Metadata.
•
Add to List – Select desired metadata and click Add to List. The metadata displayed here
is configured in Settings > Request Management > Metadata.
12. Approval Process – Select an approval process from the drop-down menu or click Create New.
The Approval Process Settings interface appears. After selecting the approval process, the
approval stage, approver, and approval order are displayed. You can create a new approval
process from an existing approval process by clicking Create From This Existing Approval
Process. The Approval Process Settings window appears. Configure the settings, and then save
and activate the approval process. For more information on configuring the approval process,
refer to Creating or Editing Approval Processes. This approval process will be triggered when a
service request to change the site collection settings is submitted.
Select the Allow approvers to edit this service request checkbox to allow the approvers to edit
the service request for this service. You can also choose to Notify the requester when the
service request is edited by selecting the checkbox and then selecting an E-mail template.
13. Custom Action – Allows you to define custom actions before approval, after approval, and after
execution of the request via the methods that exist in a published Web Service. Select the
corresponding checkboxes and complete the following steps:
a. Enter the URL of your published Web Service in the Web Service Address text box.
b. Click Retrieve to retrieve the methods in the Web Service.
c. Select your desired method from the drop-down list.
d. If there are parameters defined in the selected method, the parameters are displayed in
a table. Enter the value for each parameter in the corresponding text box.
14. Run During – Select Enable service request execution schedule to define when Governance
Automation executes the service request. Then, choose a previously-configured execution
schedule from the drop-down menu or click Create New to create a new one.
15. When you have finished configuring settings for this service, choose one of the following
options:
66
•
Click the arrow on the left-hand side to go to the previous steps to review and modify
your configurations.
•
Click Save to save all of the configurations and return to the Service Management
interface.
Governance Automation Online Administrator’s Guide
•
Click Save and Activate to save all of the configurations and activate this service, which
allows users to submit requests for this service.
•
Click Cancel to return to the Service Management interface without saving any
configurations.
Configuring Change Site Contact Services
You can change the Site Contact when the corresponding site collection expires to transfer the
responsibilities to another user.
On the interface for creating or editing a Change Site Contact service, configure the following settings:
1. Service Name and Description – Enter a Name for the service and an optional Description for
future reference.
2. Language – Choose the language for this service. When starting a request, you can filter the
services according to their languages.
3. Service Category – Categories are used to organize your Governance Automation Online
services. Select an existing category from the drop-down menu or create a new category for this
service by clicking Create New then configuring the new category in the Create Category
interface.
4. Department – Departments help organize services as well as provide essential Governance
Automation Online reporting information for sorting and understanding your organization’s
SharePoint Online usage. Select a department you wish this service to belong to from the dropdown menu or click Create New to create a new one.
Choose whether to assign a department to this service or allow the business user to choose the
department when submitting a service request for this service. Choose from the following:
•
Assign by IT Admin – The users in the department selected in the preceding drop-down
menu will be the intended requesters of this service. Select Show as Read-Only to
Business User to allow the business users to see the default department in the service
request or Hide from Business User to not display the department associated with this
service to the business users requesting this service.
•
Assign by Business User – Allows business user to choose the department when
submitting a service request for this service.
5. Service Permissions – Choose how users will get to this service and who has permission to
access it.
•
Display this service in the service catalog – This service will be displayed in the service
catalog.
o
Allow all users to use this service – Allow this service be requested by any user.
o
Select users or groups to use this service – Select the users or Office 365 groups
that have permission to access this service. Enter the names of the users or
groups in the text box. Click the check ( ) button to check that the names are
Governance Automation Online Administrator’s Guide
67
valid. You may also click the browse ( ) button to search for users or groups.
Separate multiple users or groups with semicolons.
•
Users may access this service via a questionnaire even if not listed in the permissions
above – Allow users to request this service after they finish answering the questionnaire
even if they are not listed in the service permissions above.
6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is
the owner of the business process for this service. Enter the username in the Service Contact
text box. Click the check ( ) button to check that the name is valid. You may also click the
browse ( ) button to search for users.
7. Administrator Contact – Specify a user to be the Administrator Contact. This user should be an
administrator of Governance Automation Online and is responsible for service management.
Governance Automation Online will assign a task to the Administrator Contact when an error
occurs after the approval process starts. Enter a username in the Administrator Contact text
box. Click the check ( ) button to check that the name is valid or click the browse ( ) button
to search for users. To also have an e-mail notification be sent to the Administrator Contact
when this service encounters an error, configure the Administrator Notification section of the
System group within Settings. For more information, refer to Configuring Administrator
Notification.
8. Click the arrow on the right-hand side to proceed to the next step.
9. Scope – Specify the scope by manually inputting URLs or selecting from the tree.
•
Manually input URL – Click Add Your Own URL and then enter the URL in the text box.
Repeat to add more URLs.
•
Select from tree – Expand the tree to select the desired nodes by selecting the
corresponding checkboxes.
You can also choose to Use SharePoint Online context to automatically populate the service
request scope. Select this checkbox to retrieve and use SharePoint Online context in the service
request scope. In the request triggered from the Site Information Card app part, the URL of the
site where the Site Information Card resides will be retrieved. The site URL will be automatically
used as the request scope. Choose one of the following options:
•
Allow Business User to Edit the URL – The site URL will be automatically filled into the
text box, and the requester can edit it.
•
Show as Read-Only to Business User – The site URL will be displayed as read-only, and
the requester cannot edit it.
•
Hide from Business User – The site URL will be hidden from the requester.
10. Metadata – Select the metadata to be made available to users when submitting a request for
this service. Click Add Metadata to go to the Add Metadata window. In the Add Metadata
window:
68
Governance Automation Online Administrator’s Guide
•
Create – Click Create to create new metadata in the Create Metadata window. For
more information about how to configure metadata, refer to Creating or Editing
Metadata.
•
Edit – Select metadata and click Edit. For more information about how to configure
metadata, refer to Creating or Editing Metadata.
•
Add to List – Select desired metadata and click Add to List. The metadata displayed here
is configured in Settings > Request Management > Metadata.
11. Approval Process – Select an approval process from the drop-down menu or click Create New.
The Approval Process Settings interface appears. After selecting the approval process, the
approval stage, approver, and approval order are displayed. You can create a new approval
process from an existing approval process by clicking Create From This Existing Approval
Process. The Approval Process Settings window appears. Configure the settings, and then save
and activate the approval process. For more information on configuring the approval process,
refer to Creating or Editing Approval Processes. This approval process will be triggered when a
service request to change site contact is submitted.
Select the Allow approvers to edit this service request checkbox to allow the approvers to edit
the service request for this service. You can also choose to Notify the requester when the
service request is edited by selecting the checkbox and then selecting an E-mail template.
12. Custom Action – Allows you to define custom actions before approval, after approval, and after
execution of the request via the methods that exist in a published Web Service. Select the
corresponding checkboxes and complete the following steps:
a. Enter the URL of your published Web Service in the Web Service Address text box.
b. Click Retrieve to retrieve the methods in the Web Service.
c. Select your desired method from the drop-down list.
d. If there are parameters defined in the selected method, the parameters are displayed in
a table. Enter the value for each parameter in the corresponding text box.
13. Run During – Select Enable service request execution schedule to define when Governance
Automation executes the service request. Then, choose a previously-configured execution
schedule from the drop-down menu or click Create New to create a new one.
14. When you have finished configuring settings for this service, choose one of the following
options:
•
Click the arrow on the left-hand side to go to the previous steps to review and modify
your configurations.
•
Click Save to save all of the configurations and return to the Service Management
interface.
•
Click Save and Activate to save all of the configurations and activate this service, which
allows users to submit requests for this service.
•
Click Cancel to return to the Service Management interface without saving any
configurations.
Governance Automation Online Administrator’s Guide
69
Configuring Change Site Metadata Services
Configure Change Site Metadata services to define the Change Site Metadata service request template
for business users. You can change the site metadata when you want to update the site information.
On the interface for creating or editing a Change Site Metadata service, configure the following settings:
1. Service Name and Description – Enter a Name for the service and an optional Description for
future reference.
2. Language – Choose the language for this service. When starting a request, you can filter the
services according to their languages.
3. Service Category – Categories are used to organize your Governance Automation Online
services. Select an existing category from the drop-down menu or create a new category for this
service by clicking Create New then configuring the new category in the Create Category
interface.
4. Department – Departments help organize services as well as provide essential Governance
Automation Online reporting information for sorting and understanding your organization’s
SharePoint Online usage. Select a department you wish this service to belong to from the dropdown menu or click Create New to create a new one.
Choose whether to assign a department to this service or allow the business user to choose the
department when submitting a service request for this service. Choose from the following:
•
Assign by Business User – Allows business user to choose the department when
submitting a service request for this service.
•
Assign by IT Admin – The users in the department selected in the preceding drop-down
menu will be the intended requesters of this service. Select Show as Read-Only to
Business User to allow the business users to see the default department in the service
request or Hide from Business User to not display the department associated with this
service to the business users requesting this service.
5. Service Permissions – Choose how users will get to this service and who has permission to
access it.
•
70
Display this service in the service catalog – This service will be displayed in the service
catalog.
o
Allow all users to use this service – Allow this service to be requested by any
user.
o
Select users or groups to use this service – Select the users or Office 365 groups
that have permission to access this service. Enter the names of the users or
groups in the text box. Click the check ( ) button to check that the names are
valid. You may also click the browse ( ) button to search for users or groups.
Separate multiple users or groups with semicolons.
Governance Automation Online Administrator’s Guide
•
Users may access this service via a questionnaire even if not listed in the permissions
above – Allow users to request this service after they finish answering the questionnaire
even if they are not listed in the service permissions above.
Optionally, select Only allow site collection contacts, site collection administrators or site
contacts to submit requests for this service. Only the site collection contacts, site collection
administrators, or site contacts will have the permission to submit requests for this service.
6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is
the owner of the business process for this service. Enter the username in the Service Contact
text box. Click the check ( ) button to check that the name is valid. You may also click the
browse ( ) button to search for users.
7. Administrator Contact – Specify a user to be the Administrator Contact. This user should be an
administrator of Governance Automation Online and is responsible for service management.
Governance Automation Online will assign a task to the Administrator Contact when an error
occurs after the approval process starts. Enter a username in the Administrator Contact text
box. Click the check ( ) button to check that the name is valid or click the browse ( ) button
to search for users. To also have an e-mail notification be sent to the Administrator Contact
when this service encounters an error, configure the Administrator Notification section of the
System group within Settings. For more information, refer to Configuring Administrator
Notification.
8. Click the arrow on the right-hand side to proceed to the next step.
9. Scope – Specify the scope by manually inputting URLs or selecting from the tree.
•
Manually input URL – Click Add Your Own URL and then enter the URL in the text box.
Repeat to add more URLs.
•
Select scope from tree – Expand the tree to select the desired nodes by selecting the
corresponding checkboxes.
You can also choose to Use SharePoint Online context to automatically populate the service
request scope. Select this checkbox to retrieve and use SharePoint Online context in the service
request scope. In the request triggered from the Site Information Card app part, the URL of the
site where the Site Information Card resides will be retrieved. The site URL will be automatically
used as the request scope. Choose one of the following options:
•
Allow Business User to Edit the URL – The site URL will be automatically filled into the
text box, and the requester can edit it.
•
Show as Read-Only to Business User – The site URL will be displayed as read-only, and
the requester cannot edit it.
•
Hide from Business User – The site URL will be hidden from the requester.
10. Click the arrow on the right-hand side to proceed to the next step.
11. Change Metadata – Click Add Metadata to add metadata to the site that can be edited by
business users in the pop-up window. Select the Enable adding or deleting metadata checkbox
to allow business users to add or delete metadata when submitting request for this service.
Governance Automation Online Administrator’s Guide
71
12. Metadata – Select the metadata to be made available to users when submitting a request for
this service. Click the Add Metadata to go to the Add Metadata window. In the Add Metadata
window:
•
Create – Click Create to create new metadata in the Create Metadata window. For
more information about how to configure metadata, refer to Creating or Editing
Metadata.
•
Edit – Select metadata and click Edit. For more information about how to configure
metadata, refer to Creating or Editing Metadata.
•
Add to List – Select desired metadata and click Add to List. The metadata displayed here
is configured in Settings > Request Management > Metadata.
13. Approval Process – Select an approval process from the drop-down menu or click Create New.
The Approval Process Settings interface appears. After selecting the approval process, the
approval stage, approver, and approval order are displayed. You can create a new approval
process from an existing approval process by clicking Create From This Existing Approval
Process. The Approval Process Settings window appears. Configure the settings, and then save
and activate the approval process. For more information on configuring the approval process,
refer to Creating or Editing Approval Processes. This approval process will be triggered when a
service request to change site metadata is submitted.
Select the Allow approvers to edit this service request checkbox to allow the approvers to edit
the service request for this service. You can also choose to Notify the requester when the
service request is edited by selecting the checkbox and then selecting an E-mail template.
14. Custom Action – Allows you to define custom actions before approval, after approval, and after
execution of the request via the methods that exist in a published Web Service. Select the
corresponding checkboxes and complete the following steps:
a. Enter the URL of your published Web Service in the Web Service Address text box.
b. Click Retrieve to retrieve the methods in the Web Service.
c. Select your desired method from the drop-down list.
d. If there are parameters defined in the selected method, the parameters are displayed in
a table. Enter the value for each parameter in the corresponding text box.
15. Run During – Select Enable service request execution schedule to define when Governance
Automation executes the service request. Then, choose a previously-configured execution
schedule from the drop-down menu or click Create New to create a new one.
16. When you have finished configuring settings for this service, choose one of the following
options:
72
•
Click the arrow on the left-hand side to go to the previous steps to review and modify
your configurations.
•
Click Save to save all of the configurations and return to the Service Management
interface.
Governance Automation Online Administrator’s Guide
•
Click Save and Activate to save all of the configurations and activate this service, which
allows users to submit requests for this service.
•
Click Cancel to return to the Service Management interface without saving any
configurations.
Configuring Change Library/List Settings Services
Configure Change Library/List Settings services to define the Change Library/List Settings service request
templates for business users. You can choose the library/list settings that are available for business users
to choose from when requesting this service. Library/list settings include name, description, navigation,
and versioning settings.
On the interface for creating or editing a Change Library/List Settings service, configure the following
settings:
1. Service Name and Description – Enter a Name for the service and an optional Description for
future reference.
2. Language – Choose the language for this service. When starting a request, you can filter the
services according to their languages.
3. Service Category – Categories are used to organize your Governance Automation Online
services. Select an existing category from the drop-down menu or create a new category for this
service by clicking Create New then configuring the new category in the Create Category
interface.
4. Department – Departments help organize services as well as provide essential Governance
Automation Online reporting information for sorting and understanding your organization’s
SharePoint Online usage. Select a department you wish this service to belong to from the dropdown menu or click Create New to create a new one.
Choose whether to assign a department to this service or allow the business user to choose the
department when submitting a service request for this service. Choose from the following:
•
Assign by IT Admin – The department selected in the preceding drop-down menu will
be associated with this service. Select Show as Read-Only to Business User to allow the
business users to see the default department in the service request or Hide from
Business User to not display the department associated with this service to the business
users requesting this service.
•
Assign by Business User – Allows business user to choose the department when
submitting a service request for this service.
5. Service Permissions – Choose how users will get to this service and who has permission to
access it.
•
Display this service in the service catalog – This service will be displayed in the service
catalog.
o
Allow all users to use this service – Allow this service be requested by any user.
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o
•
Select users or groups to use this service – Select the users or Office 365 groups
that have permission to access this service. Enter the names of the users or
groups in the text box. Click the check ( ) button to check that the names are
valid. You may also click the browse ( ) button to search for users or groups.
Separate multiple users or groups with semicolons.
Users may access this service via a questionnaire even if not listed in the permissions
above – Allow users to request this service after they finish answering the questionnaire
even if they are not listed in the service permissions above.
6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is
the owner of the business process for this service. Enter the username in the Service Contact
text box. Click the check ( ) button to check that the name is valid. You may also click the
browse ( ) button to search for users.
7. Administrator Contact – Specify a user to be the Administrator Contact. This user should be an
administrator of Governance Automation Online and is responsible for service management.
Governance Automation Online will assign a task to the Administrator Contact when an error
occurs after the approval process starts. Enter a username in the Administrator Contact text
box. Click the check ( ) button to check that the name is valid or click the browse ( ) button
to search for users. To also have an e-mail notification be sent to the Administrator Contact
when this service encounters an error, configure the Administrator Notification section of the
System group within Settings. For more information, refer to Configuring Administrator
Notification.
8. Click the arrow on the right-hand side to proceed to the next step.
9. Scope – Specify the scope by manually inputting URLs or selecting from the tree.
•
Manually input URL – Click Add Your Own URL and then enter the URL in the text box.
Repeat to add more URLs.
•
Select scope from tree – Expand the tree to select the desired nodes by selecting the
corresponding checkboxes.
You can also choose to Use SharePoint Online context to automatically populate the service
request scope. Select this checkbox to retrieve and use SharePoint Online context in the service
request scope. In the request triggered from the Site Information Card app part, the URL of the
site where the Site Information Card resides will be retrieved. The site URL will be automatically
used as the request scope. Choose one of the following options:
•
Allow Business User to Edit the URL – The site URL will be automatically filled into the
text box, and the requester can edit it.
•
Show as Read-Only to Business User – The site URL will be displayed as read-only, and
the requester cannot edit it.
•
Hide from Business User – The site URL will be hidden from the requester.
10. Change Library/List Settings – Select the library/list settings that you allow business users to
change by selecting the corresponding checkboxes, including Name, Description, Navigation,
and Versioning settings.
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11. Metadata – Select the metadata to be made available to users when submitting a request for
this service. Click the Add Metadata to go to the Add Metadata window. In the Add Metadata
window:
•
Create – Click Create to create new metadata in the Create Metadata window. For
more information about how to configure metadata, refer to Creating or Editing
Metadata.
•
Edit – Select metadata and click Edit. For more information about how to configure
metadata, refer to Creating or Editing Metadata.
•
Add to List – Select desired metadata and click Add to List. The metadata displayed here
is configured in Settings > Request Management > Metadata.
12. Approval Process – Select an approval process from the drop-down menu or click Create New.
The Approval Process Settings interface appears. After selecting the approval process, the
approval stage, approver, and approval order are displayed. You can create a new approval
process from an existing approval process by clicking Create From This Existing Approval
Process. The Approval Process Settings window appears. Configure the settings, and then save
and activate the approval process. For more information on configuring the approval process,
refer to Creating or Editing Approval Processes. This approval process will be triggered when a
service request to change library/list settings is submitted.
Select the Allow approvers to edit this service request checkbox to allow the approvers to edit
the service request for this service. You can also choose to Notify the requester when the
service request is edited by selecting the checkbox and then selecting an E-mail template.
13. Custom Action – Allows you to define custom actions before approval, after approval, and after
execution of the request via the methods that exist in a published Web Service. Select the
corresponding checkboxes and complete the following steps:
a. Enter the URL of your published Web Service in the Web Service Address text box.
b. Click Retrieve to retrieve the methods in the Web Service.
c. Select your desired method from the drop-down list.
d. If there are parameters defined in the selected method, the parameters are displayed in
a table. Enter the value for each parameter in the corresponding text box.
14. Run During – Select Enable service request execution schedule to define when Governance
Automation executes the service request. Then, choose a previously-configured execution
schedule from the drop-down menu or click Create New to create a new one.
15. When you have finished configuring settings for this service, choose one of the following
options:
•
Click the arrow on the left-hand side to go to the previous steps to review and modify
your configurations.
•
Click Save to save all of the configurations and return to the Service Management
interface.
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•
Click Save and Activate to save all of the configurations and activate this service, which
allows users to submit requests for this service.
•
Click Cancel to return to the Service Management interface without saving any
configurations.
Configuring Content Move Services
Configure Content Move services to define the Content Move service request template for business
users. You can configure the settings to copy or move SharePoint Online contents, so the content and
topology of your SharePoint Online environment can be restructured easily and accurately.
On the interface for creating or editing a Content Move service, configure the following settings:
1. Service Name and Description – Enter a Name for the service and an optional Description for
future reference.
2. Language – Choose the language for this service. When starting a request, you can filter the
services according to their languages.
3. Service Category – Categories are used to organize your Governance Automation Online
services. Select an existing category from the drop-down menu or create a new category for this
service by clicking Create New then configuring the new category in the Create Category
interface.
4. Department – Departments help organize services as well as provide essential Governance
Automation Online reporting information for sorting and understanding your organization’s
SharePoint Online usage. Select a department you wish this service to belong to from the dropdown menu or click Create New to create a new one.
Choose whether to assign a department to this service or allow the business user to choose the
Department when submitting a service request for this service. Choose from the following:
•
Assign by Business User – Allows business user to choose the department when
submitting a service request for this service.
•
Assign by IT Admin – The users in the Department selected in the preceding drop-down
menu will be the intended requesters of this service. Select Show as Read-Only to
Business User to allow the business users to see the default department in the service
request or Hide from Business User to not display the department associated with this
service to the business users requesting this service.
5. Service Permissions – Choose how users will get to this service and who has permission to
access it.
•
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Display this service in the service catalog – This service will be displayed in the service
catalog.
o
Allow all users to use this service – Allow this service be requested by any user.
o
Select users or groups to use this service – Select the users or Office 365 groups
that have permission to access this service. Enter the names of users or groups
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in the text box. Click the check ( ) button to check that the names are valid.
You may also click the browse ( ) button to search for users or groups.
Separate multiple users or groups with semicolons.
•
Users may access this service via a questionnaire even if not listed in the permissions
above – Allow users to request this service after they finish answering the questionnaire
even if they are not listed in the service permissions above.
6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is
the owner of the business process for this service. Enter the username in the Service Contact
text box. Click the check ( ) button to check that the name is valid. You may also click the
browse ( ) button to search for users.
7. Administrator Contact – Specify a user to be the Administrator Contact. This user should be an
administrator of Governance Automation Online and is responsible for service management.
Governance Automation Online will assign a task to the Administrator Contact when an error
occurs after the approval process starts. Enter a username in the Administrator Contact text
box. Click the check ( ) button to check that the name is valid or click the browse ( ) button
to search for users. To also have an e-mail notification be sent to the Administrator Contact
when this service encounters an error, configure the Administrator Notification section of the
System group within Settings. For more information, refer to Configuring Administrator
Notification.
8. Click the arrow on the right-hand side to proceed to the next step.
9. Scope – Select your desired nodes in the Source Scope and Destination Scope and they can be
identified as a source or destination in a Content Move request.
You can also choose to Use SharePoint Online context to automatically populate the service
request scope. Select this checkbox to retrieve and use SharePoint Online context in the service
request scope. In the request triggered from the Site Information Card app part, the URL of the
site where the Site Information Card resides will be retrieved. The site URL will be automatically
used as the request scope. Choose one of the following options:
•
Allow Business User to Edit the URL – The site URL will be automatically filled into the
text box, and the requester can edit it.
•
Show as Read-Only to Business User – The site URL will be displayed as read-only, and
the requester cannot edit it.
•
Hide from Business User – The site URL will be hidden from the requester.
10. Method – Select Copy or Move for this service or allow the business user to decide when
submitting the request:
•
Assign by Business User – Allows business user to choose the method when submitting
a service request for this service.
•
Assign by IT Admin – The selected method will be applied for this service. Select Show
as Read-Only to Business User to allow the business users to see the default method in
the service request or Hide from Business User to not display the method associated
with this service to the business users requesting this service.
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If you select Move, you may also configure the following settings:
•
Source Documents/Items Deleted Method – Select Manually to delete the source
content yourself once the move job is complete in DocAve Online (select the move job
in Job Monitor, then click Delete on the ribbon and select Delete Content from the
drop-down list), or select Automatically to have DocAve Online delete the source
content once the move job is complete.
Choose whether to assign the method to this service or allow the business user to
choose the method when submitting a service request for this service. Choose from the
following:
o Assign by Business User – Allows business user to choose the method when
submitting a service request for this service.
o
•
Assign by IT Admin – The selected method will be applied for this service. Select
Show as Read-Only to Business User to allow the business users to see the
default method in the service request or Hide from Business User to not display
the method associated with this service to the business users requesting this
service.
Delete Checked Out Documents From Source – By default, No is selected. Select Yes if
you want to have the checked out documents on the source node deleted when the
source content is deleted.
Choose whether to assign this option to this service or allow the business user to choose
the option when submitting a service request for this service. Choose from the
following:
o Assign by Business User – Allows business user to choose the option when
submitting a service request for this service.
o
Assign by IT Admin – The selected option will be applied for this service. Select
Show as Read-Only to Business User to allow the business users to see the
default option in the service request or Hide from Business User to not display
the option associated with this service to the business users requesting this
service.
11. Action – Select Attach to transfer the source node as a child node underneath the destination
node, or select Merge to add the content, securities, and configurations of the source node to
the destination node.
Choose whether to assign the action to this service or allow the business user to choose the
action when submitting a service request for this service. Choose from the following:
o Assign by Business User – Allows business user to choose the action when submitting a
service request for this service.
o
Assign by IT Admin – The selected action will be applied for this service. Select Show as
Read-Only to Business User to allow the business users to see the default action in the
service request or Hide from Business User to not display the action associated with this
service to the business users requesting this service.
12. Click the arrow on the right-hand side to proceed to the next step.
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13. Filter Policy – Select a filter policy you previously created in DocAve Online from the drop-down
menu. Filter policies allow you to select specific objects or data within each SharePoint Online
level from site collection down to the item level.
Choose whether to apply the option to this service or allow the business user to choose the
option when submitting a service request for this service. Choose from the following:
• Assign by Business User – Allows business user to choose the option when submitting a
service request for this service.
•
Assign by IT Admin – The selected option will be applied for this service. Select Show as
Read-Only to Business User to allow the business users to see the default option in the
service request or Hide from Business User to not display the option associated with
this service to the business users requesting this service.
14. Configuration – Choose whether to migrate configuration to the destination.
•
Select Copy configuration or Move configuration to copy or move the properties,
descriptions, titles, settings, and features from the source node to the destination node.
o
If you want to keep the look and feel of the source site, including the quick
launch, top link bar, tree view, site themes, and master page, select the Keep
look and feel checkbox.
*Note: This function will only take effect if the source node is a site, the
destination node is a top-level site or a site collection, and Merge is chosen as
the action.
•
Select Do not copy configuration or Do not move configuration if you do not want to
migrate configuration to the destination. Then, choose from the following options:
o
o
Select Copy the item-dependent columns and content types to maintain item
integrity or Move the item-dependent columns and content types to maintain
item integrity. Then, select a conflict resolution method for these items’
columns and content types from the drop-down menu:

Do not copy/move the columns and content types, or the
corresponding items – Ignore the conflicting columns, content types,
and the corresponding items, and do nothing on the source and
destination node.

Overwrite the columns and content types – Overwrite the destination
columns and content types with the source node.

Append the columns and content types to destination – Keep the
destination columns and content types when there is a conflict. In
addition, copy the source columns and content types to the destination
node with a numerical suffix added (for example, ColumnName_1,
ColumnName_2, etc.).
Select Do not copy the item-dependent columns or content types. Report the
items if the corresponding column or content type is not found in destination
or Do not move the item-dependent columns or content types. Report the
items if the corresponding column or content type is not found in destination.
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The corresponding items are not copied or moved to the destination. The job
report will show items if the corresponding column or content type is not found
in the destination node.
*Note: If a source node is associated with a Managed Metadata column and there is no
Managed Metadata column in the destination node, Governance Automation Online do not
copy or move the source Managed Metadata column to the destination.
Choose whether to apply the option to this service or allow the business user to choose the
option when submitting a service request for this service. Choose from the following:
• Assign by Business User – Allows business user to choose the option when submitting a
service request for this service.
•
Assign by IT Admin – The selected option will be applied for this service. Select Show as
Read-Only to Business User to allow the business users to see the default option in the
service request or Hide from Business User to not display the option associated with
this service to the business users requesting this service.
15. Security – Select the Copy security or Move security checkbox to copy or move the user and/or
group permissions from the source node to the destination node, including SharePoint Online
permission level and permission inheritance of SharePoint Online objects.
Choose whether to apply the option to this service or allow the business user to choose the
option when submitting a service request for this service. Choose from the following:
• Assign by Business User – Allows business user to choose the option when submitting a
service request for this service.
•
Assign by IT Admin – The selected option will be applied for this service. Select Show as
Read-Only to Business User to allow the business users to see the default option in the
service request or Hide from Business User to not display the option associated with
this service to the business users requesting this service.
16. Content – Select the Copy content or Move content checkbox to copy or move content from
the source node to the destination node, including files and items. Select the Include list
attachment checkbox to also copy or move attached content in lists from the source node to
the destination node.
Choose whether to apply the option to this service or allow the business user to choose the
option when submitting a service request for this service. Choose from the following:
• Assign by Business User – Allows business user to choose the option when submitting a
service request for this service.
•
Assign by IT Admin – The selected option will be applied for this service. Select Show as
Read-Only to Business User to allow the business users to see the default option in the
service request or Hide from Business User to not display the option associated with
this service to the business users requesting this service.
17. Workflow – Select the Include workflow definition checkbox to copy or move the definition of
existing workflows for the selected content from the source node to the destination node.
Choose whether to apply the option to this service or allow the business user to choose the
option when submitting a service request for this service. Choose from the following:
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•
Assign by Business User – Allows business user to choose the option when submitting a
service request for this service.
•
Assign by IT Admin – The selected option will be applied for this service. Select Show as
Read-Only to Business User to allow the business users to see the default option in the
service request or Hide from Business User to not display the option associated with
this service to the business users requesting this service.
18. Click the arrow on the right-hand side to proceed to the next step.
19. Preserve the Null Column Values – Select Yes to preserve the null values of item columns even
if the columns on the destination have default values configured, or select No to replace null
values with default values in the destination node.
Choose whether to apply the option to this service or allow the business user to choose the
option when submitting a service request for this service. Choose from the following:
• Assign by Business User – Allows business user to choose the option when submitting a
service request for this service.
•
Assign by IT Admin – The selected option will be applied for this service. Select Show as
Read-Only to Business User to allow the business users to see the default option in the
service request or Hide from Business User to not display the option associated with
this service to the business users requesting this service.
20. Data Compression – Select the Compression checkbox if you want to compress the data when it
is copied or moved. If you choose to compress the data, use the slider to select the compression
rate. Fastest compression rate results in a larger data set. Best compression rate results in a
smaller, better quality data set, but the compression takes more time to perform.
Choose whether to apply the option to this service or allow the business user to choose the
option when submitting a service request for this service. Choose from the following:
• Assign by Business User – Allows business user to choose the option when submitting a
service request for this service.
•
Assign by IT Admin – The selected option will be applied for this service. Select Show as
Read-Only to Business User to allow the business users to see the default option in the
service request or Hide from Business User to not display the option associated with
this service to the business users requesting this service.
21. Data Encryption – Select the Encryption checkbox if you want to encrypt the data. Then, select
the default security profile or a security profile that is previously configured in DocAve Online to
protect your backup data using the security keys generated by the specified encryption method.
Choose whether to apply the option to this service or allow the business user to choose the
option when submitting a service request for this service. Choose from the following:
• Assign by Business User – Allows business user to choose the option when submitting a
service request for this service.
•
Assign by IT Admin – The selected option will be applied for this service. Select Show as
Read-Only to Business User to allow the business users to see the default option in the
service request or Hide from Business User to not display the option associated with
this service to the business users requesting this service.
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22. Mappings – Select previously configured profiles for content type mapping, user mapping, and
language mapping. Mapping profiles are created in DocAve Online and are optional.
•
Content type mapping – Allows you to map source content types to the specified
content types in destination, or change the content type name to another one,
according to the condition that you set up.
•
User mapping – Allows you to replace an existing source node username with an
existing destination node username or a default username in the destination, or add a
place holder account to keep user metadata even if the user no longer exists.
•
Language mapping – Allows you to choose if you want to display destination node in a
different language than source node after the plan has been executed.
Choose whether to apply the option to this service or allow the business user to choose the
option when submitting a service request for this service. Choose from the following:
• Assign by Business User – Allows business user to choose the option when submitting a
service request for this service.
•
Assign by IT Admin – The selected option will be applied for this service. Select Show as
Read-Only to Business User to allow the business users to see the default option in the
service request or Hide from Business User to not display the option associated with
this service to the business users requesting this service.
23. Back Up Environment Before Running Plan – Allows you to keep a copy of the source or
destination node before copying/moving content.
•
Back up the source environment (for Move only) – Create a copy of the source node
prior to performing the move.
•
Back up the destination environment – Create a copy of the destination node prior to
performing the copy. This allows you to undo the copy.
*Note: If you choose Back up the source environment and/or Back up the destination
environment, you must select a storage policy from the drop-down menu.
Choose whether to apply the option to this service or allow the business user to choose the
option when submitting a service request for this service. Choose from the following:
o Assign by Business User – Allows business user to choose the option when submitting a
service request for this service.
o
Assign by IT Admin – The selected option will be applied for this service. Select Show as
Read-Only to Business User to allow the business users to see the default option in the
service request or Hide from Business User to not display the option associated with
this service to the business users requesting this service.
24. Conflict Resolution – If the item name in the source node is the same as that of an existing item
in the destination node, a conflict occurs. This setting allows you to handle conflicts at both the
container and content level. Container level conflict resolution contains Skip, Merge, and
Replace. Skip will keep the destination container as is and you can choose to set content level
conflict resolution by clicking the checkbox next to Check lower objects. Merge will add the
source container to the destination, but you must set content level conflict resolution. Replace
will substitute the container in the destination with the one in source and you cannot set
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content level conflict resolution. Content level conflict resolution includes Skip, Overwrite, and
Overwrite by Last Modified Time.
Choose whether to apply the option to this service or allow the business user to choose the
option when submitting a service request for this service. Choose from the following:
• Assign by Business User – Allows business user to choose the option when submitting a
service request for this service.
•
Assign by IT Admin – The selected option will be applied for this service. Select Show as
Read-Only to Business User to allow the business users to see the default option in the
service request or Hide from Business User to not display the option associated with
this service to the business users requesting this service.
25. Click the arrow on the right-hand side to proceed to the next step.
26. Metadata – Select the metadata to be made available to users when submitting a request for
this service. Click the Add Metadata to go to the Add Metadata window. In the Add Metadata
window:
•
Create – Click Create to create new metadata in the Create Metadata window. For
more information about how to configure metadata, refer to Creating or Editing
Metadata.
•
Edit – Select metadata and click Edit. For more information about how to configure
metadata, refer to Creating or Editing Metadata.
•
Add to List – Select desired metadata and click Add to List. The metadata displayed here
is configured in Settings > Request Management > Metadata.
27. Approval Process – Select an approval process from the drop-down menu or click Create New.
The Approval Process Settings interface appears. After selecting the approval process, the
approval stage, approver, and approval order are displayed. You can create a new approval
process from an existing approval process by clicking Create From This Existing Approval
Process. The Approval Process Settings window appears. Configure the settings, and then save
and activate the approval process. For more information on configuring the approval process,
refer to Creating or Editing Approval Processes. This approval process will be triggered when a
service request for content move is submitted.
Select the Allow approvers to edit this service request checkbox to allow the approvers to edit
the service request for this service. You can also choose to Notify the requester when the
service request is edited by selecting the checkbox and then selecting an E-mail template.
28. Custom Action – Allows you to define custom actions before approval, after approval, and after
execution of the request via the methods that exist in a published Web Service. Select the
corresponding checkboxes and complete the following steps:
a. Enter the URL of your published Web Service in the Web Service Address text box.
b. Click Retrieve to retrieve the methods in the Web Service.
c. Select your desired method from the drop-down list.
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d. If there are parameters defined in the selected method, the parameters are displayed in
a table. Enter the value for each parameter in the corresponding text box.
29. Run During – Select Enable service request execution schedule to define when Governance
Automation executes the service request. Then, choose a previously-configured execution
schedule from the drop-down menu or click Create New to create a new one.
30. When you have finished configuring settings for this service, choose one of the following
options:
•
Click the arrow on the left-hand side to go to the previous steps to review and modify
your configurations.
•
Click Save to save all of the configurations and return to the Service Management
interface.
•
Click Save and Activate to save all of the configurations and activate this service, which
allows users to submit requests for this service.
•
Click Cancel to return to the Service Management interface without saving any
configurations.
Configuring Grant Permissions Services
Configure Grant Permissions services to define the Grant Permissions service request template for the
business users. You can specify users in a specified site or a library who you wish to grant permissions to.
On the interface for creating or editing a Grant Permissions service, configure the following settings:
1. Service Name and Description – Enter a Name for the service and an optional Description for
future reference.
2. Language – Choose the language for this service. When starting a request, you can filter the
services according to their languages.
3. Service Category – Categories are used to organize your Governance Automation Online
services. Select an existing category from the drop-down menu or create a new category for this
service by clicking Create New then configuring the new category in the Create Category
interface.
4. Department – Departments help organize services as well as provide essential Governance
Automation Online reporting information for sorting and understanding your organization’s
SharePoint Online usage. Select a department you wish this service to belong to from the dropdown menu or click Create New to create a new one.
Choose whether to assign a department to this service or allow the business user to choose the
department when submitting a service request for this service. Choose from the following:
•
84
Assign by IT Admin – The users in the department selected in the preceding drop-down
menu will be the intended requesters of this service. Select Show as Read-Only to
Business User to allow the business users to see the default department in the service
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request or Hide from Business User to not display the department associated with this
service to the business users requesting this service.
•
Assign by Business User – Allows business user to choose the department when
submitting a service request for this service.
5. Service Permissions – Choose how users will get to this service and who has permission to
access it.
•
•
Display this service in the service catalog – This service will be displayed in the service
catalog.
o
Allow all users to use this service – Allow this service to be requested by any
user.
o
Select users or groups to use this service – Select the users or Office 365 groups
that have permission to submit requests for this service. Enter the names of the
users or groups in the text box. Click the check ( ) button to check that the
names are valid. You may also click the browse ( ) button to search for users
or groups. Separate multiple users or groups with semicolons.
Users may access this service via a questionnaire even if not listed in the permissions
above – Allow users to request this service after they finish answering the questionnaire
even if they are not listed in the service permissions above.
6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is
the owner of the business process for this service. Enter the username in the Service Contact
text box. Click the check ( ) button to check that the name is valid. You may also click the
browse ( ) button to search for users.
7. Administrator Contact – Specify a user to be the Administrator Contact. This user should be an
administrator of Governance Automation Online and is responsible for service management.
Governance Automation Online will assign a task to the Administrator Contact when an error
occurs after the approval process starts. Enter a username in the Administrator Contact text
box. Click the check ( ) button to check that the name is valid or click the browse ( ) button
to search for users. To also have an e-mail notification be sent to the Administrator Contact
when this service encounters an error, configure the Administrator Notification section of the
System group within Settings. For more information, refer to Configuring Administrator
Notification.
8. Click the arrow on the right-hand side to proceed to the next step.
9. Scope –Expand the tree to select your desired nodes by selecting the corresponding checkboxes.
You can also choose to Use SharePoint Online context to automatically populate the service
request scope. Select this checkbox to retrieve and use SharePoint Online context in the service
request scope. In the request triggered from the Site Information Card app part, the URL of the
site where the Site Information Card resides will be retrieved. The site URL will be automatically
used as the request scope. Choose one of the following options:
•
Allow Business User to Edit the URL – The site URL will be automatically filled into the
text box, and the requester can edit it.
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•
Show as Read-Only to Business User – The site URL will be displayed as read-only, and
the requester cannot edit it.
•
Hide from Business User – The site URL will be hidden from the requester.
10. Select Users – Specify the users to which you want to grant permissions. Choose from the
following:
•
Allow any user/group – Select this option to allow the business user to grant
permissions to any SharePoint Online users and security groups of the selected scope.
•
Allow peers and direct or indirect reports (only supports SharePoint Online standard
instance user) – Select this option to allow the business user to grant permissions the
users managed by the requester and the users of the same title as the requester.
•
Allow direct or indirect reports (only supports SharePoint Online standard instance
user) – Select this option to allow the business user to grant permissions the users
managed by the requester.
Optionally, select the Set requester as the default user checkbox to add the requester as the
default user when starting a Grant Permissions request.
11. Permission Duration – Choose the permission duration for the selected users/groups.
•
Permanent permissions – The permissions will be granted to the selected users/groups
permanently.
•
Temporary permissions – The permissions will be granted to the selected users/groups
temporarily.
Choose whether to assign the Permission Duration option to this service or allow the business
user to choose the Permission Duration option when submitting a service request for this
service. Choose from the following:
•
Assign by IT Admin – The Permission Duration option configured here will be applied on
the Grant Permission service request.
•
Assign by Business User – Allows the business user to configure the Permission Duration
option.
If Temporary permissions is selected, you can further configure the Temporary permissions
settings:
•
When Permission Duration is assigned by IT Admin, you must define the permission
duration by entering a positive integer in the text box and selecting Day(s), Month(s), or
Year(s) from the drop-down list. Then, choose from the following options:
o
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Allow business users to specify the duration – When submitting a request for
this service, business users can enter desired permission duration, regardless of
the default duration. You must define the maximum permission duration that
the business user can request for. Enter a positive integer in the text box and
select Day(s), Month(s), or Year(s) from the drop-down list.
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o
•
Business users can only request with the default duration – When submitting a
request for this service, the default duration is mandatory and business users
cannot change the permission duration.
When Permission Duration is assigned by Business User, you can configure the following
options:
o
Specify the default duration – Define a default permission duration by entering
a positive integer in the text box and selecting Day(s), Month(s), or Year(s) from
the drop-down list.
o
The permission cannot be granted longer than – Define the maximum
permission duration that the business user can request for. Select this checkbox,
then enter a positive integer in the text box and select Day(s), Month(s), or
Year(s) from the drop-down list.
Optionally, choose whether to Notify the person who was granted the permissions about
permission expiration. Select the checkbox and define the time that the person will be notified
in advance. Enter a positive integer and select Day(s) or Month(s) from the drop-down list.
12. Grant Permissions – Specify the permissions to the selected users/groups.
•
Add users to a SharePoint group – Grants the group permission to a user by adding the
user into this group.
•
Grant users permission directly – Assigns the explicit permission to a user.
Choose whether to assign the Grant Permissions option by this service or allow the business
user to choose the Grant Permissions option when submitting a service request for this
service. Choose from the following:
• Assign by IT Admin – The Grant Permissions option configured here will be applied
on the Grant Permission service request.
•
Assign by Business User – Allows the business user to configure the Grant
Permissions option.
Optionally, select Exclude specified permission levels from the request page and then select
your desired permission levels by selecting the corresponding checkboxes. The selected
permission levels will be excluded from the permission level list if the requester grants the user
permission. If the requester adds users to a SharePoint group, the group that contains the
selected permission levels will not be displayed.
*Note: The displayed permission levels are retrieved from Governance Automation Online
Settings > SharePoint Permission Level Management.
13. Send E-mail – Choose whether or not to send an e-mail to the new users for notifying his or her
new permission. Select the Send welcome e-mail to the new users checkbox, and then enter
the subject and the body of the e-mail to be a template.
Choose whether to assign the Send E-mail option by this service or allow the business user to
choose the Send E-mail option when submitting a service request for this service. Choose from
the following:
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•
Assign by IT Admin – The Send E-mail option configured here will be applied on the
Grant Permission service request. Select Show as Read-Only to Business User to allow
the business users to see the Send E-mail option in the service request or Hide from
Business User to not display the Send E-mail option associated with this service to the
business users requesting this service.
•
Assign by Business User – Allows the business user to configure the Send E-mail option.
14. Click the arrow on the right-hand side to proceed to the next step.
15. Metadata – Select the metadata to be made available to users when submitting a request for
this service. Click the Add Metadata to go to the Add Metadata window. In the Add Metadata
window:
•
Create – Click Create to create new metadata in the Create Metadata window. For
more information about how to configure metadata, refer to Creating or Editing
Metadata.
•
Edit – Select metadata and click Edit. For more information about how to configure
metadata, refer to Creating or Editing Metadata.
•
Add to List – Select desired metadata and click Add to List. The metadata displayed here
is configured in Settings > Request Management > Metadata.
16. Approval Process – Select an approval process from the drop-down menu or click Create New.
The Approval Process Settings interface appears. After selecting the approval process, the
approval stage, approver, and approval order are displayed. You can create a new approval
process from an existing approval process by clicking Create From This Existing Approval
Process. The Approval Process Settings window appears. Configure the settings, and then save
and activate the approval process. For more information on configuring the approval process,
refer to Creating or Editing Approval Processes. This approval process will be triggered when a
service request to grant permissions for a specific user is submitted.
Select the Allow approvers to edit this service request checkbox to allow the approvers to edit
the service request for this service. You can also choose to Notify the requester when the
service request is edited by selecting the checkbox and then selecting an E-mail template.
17. Custom Action – Allows you to define custom actions before approval, after approval, and after
execution of the request via the methods that exist in a published Web Service. Select the
corresponding checkboxes and complete the following steps:
a. Enter the URL of your published Web Service in the Web Service Address text box.
b. Click Retrieve to retrieve the methods in the Web Service.
c. Select your desired method from the drop-down list.
d. If there are parameters defined in the selected method, the parameters are displayed in
a table. Enter the value for each parameter in the corresponding text box.
18. Run During – Select Enable service request execution schedule to define when Governance
Automation executes the service request. Then, choose a previously-configured execution
schedule from the drop-down menu or click Create New to create a new one.
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19. When you have finished configuring settings for this service, choose one of the following
options:
•
Click the arrow on the left-hand side to go to the previous steps to review and modify
your configurations.
•
Click Save to save all of the configurations and return to the Service Management
interface.
•
Click Save and Activate to save all of the configurations and activate this service, which
allows users to submit requests for this service.
•
Click Cancel to return to the Service Management interface without saving any
configurations.
Configuring Clone or Transfer User Permission Services
Configure Clone or Transfer User Permission services to request having one person’s permissions be the
same as another user. Role changes happen frequently in most organizations. This puts permission
control in the hands of business users based on predefined settings set by IT administrators.
On the interface for creating or editing a Clone or Transfer User Permissions service, configure the
following settings:
1. Service Name and Description – Enter a Name for the service and an optional Description for
future reference.
2. Language – Choose the language for this service. When starting a request, you can filter the
services according to their languages.
3. Service Category – Categories are used to organize your Governance Automation Online
services. Select an existing category from the drop-down menu or create a new category for this
service by clicking Create New then configuring the new category in the Create Category
interface.
4. Department – Departments help organize services as well as provide essential Governance
Automation Online reporting information for sorting and understanding your organization’s
SharePoint Online usage. Select a department you wish this service to belong to from the dropdown menu or click Create New to create a new one.
Choose whether to assign a department to this service or allow the business user to choose the
department when submitting a service request for this service. Choose from the following:
•
Assign by IT Admin – The department selected in the preceding drop-down menu will
be associated with this service. Select Show as Read-Only to Business User to allow the
business users to see the default department in the service request or Hide from
Business User to not display the department associated with this service to the business
users requesting this service.
•
Assign by Business User – Allows business user to choose the department when
submitting a service request for this service.
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5. Service Permissions – Choose how users will get to this service and who has permission to
access it.
•
•
Display this service in the service catalog – This service will be displayed in the service
catalog.
o
Allow all users to use this service – Allow this service be requested by any user.
o
Select users to use this service – Select the users or Office 365 groups that have
permission to access this service. Enter the names of users or groups in the text
box. Click the check ( ) button to check that the names are valid. You may also
click the browse ( ) button to search for users or groups. Separate multiple
users or groups with semicolons.
Users may access this service via a questionnaire even if not listed in the permissions
above – Allow users to request this service after they finish answering the questionnaire
even if they are not listed in the service permissions above.
6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is
the owner of the business process for this service. Enter the username in the Service Contact
text box. Click the check ( ) button to check that the name is valid. You may also click the
browse ( ) button to search for users.
7. Administrator Contact – Specify a user to be the Administrator Contact. This user should be an
administrator of Governance Automation Online and is responsible for service management.
Governance Automation Online will assign a task to the Administrator Contact when an error
occurs after the approval process starts. Enter a username in the Administrator Contact text
box. Click the check ( ) button to check that the name is valid or click the browse ( ) button
to search for users. To also have an e-mail notification be sent to the Administrator Contact
when this service encounters an error, configure the Administrator Notification section of the
System group within Settings. For more information, refer to Configuring Administrator
Notification.
8. Click the arrow on the right-hand side to proceed to the next step.
9. Scope – Expand the tree to select the desired nodes by selecting the corresponding checkboxes.
You can also choose to Use SharePoint Online context to automatically populate the service
request scope. Select this checkbox to retrieve and use SharePoint Online context in the service
request scope. In the request triggered from the Site Information Card app part, the URL of the
site where the Site Information Card resides will be retrieved. The site URL will be automatically
used as the request scope. Choose one of the following options:
90
•
Allow Business User to Edit the URL – The site URL will be automatically filled into the
text box, and the requester can edit it.
•
Show as Read-Only to Business User – The site URL will be displayed as read-only, and
the requester cannot edit it.
•
Hide from Business User – The site URL will be hidden from the requester.
Governance Automation Online Administrator’s Guide
10. Restrict Source User Selection – Specify the users from which can be selected as the source user
to clone permissions. Choose from the following:
•
Allow any user/group – Select this option to allow the business user to select any user
and group of the selected scope as the source user.
•
Allow peers and direct or indirect reports (only supports SharePoint Online standard
instance user) – Select this option to allow the business user to select the users
managed by the requester and the users of the same title as the requester to be the
source user.
•
Allow direct or indirect reports (only supports SharePoint Online standard instance
user) – Select this option to allow the business user to select the users managed by the
requester to be the source user.
11. Restrict Target User Selection – Specify the users to which can be selected as the target user to
clone permissions. Choose from the following:
•
Allow any user/group – Select this option to allow the business user to select any user
and group of the selected scope as the target user.
•
Allow peers and direct or indirect reports (only supports SharePoint Online standard
instance user) – Select this option to allow the business user to select the users
managed by the requester and the users of the same title as the requester to be the
target user.
•
Allow direct or indirect reports (only supports SharePoint Online standard instance
user) – Select this option to allow the business user to select the users managed by the
requester to be the target user.
12. Click the arrow on the right-hand side to proceed to the next step.
13. Permission Option – Select a method from the drop-down menu to determine how you will
assign the source user’s/group’s permission to the target user/group.
•
Append – Adds the permission of the source user/group to the destination user/group.
•
Replace – Replaces the permission of the target user/group with the source
user’s/group’s permission.
Choose whether to assign the Permission Option by this service or allow the business user to
choose the Permission Option when submitting a service request for this service. Choose from
the following:
•
Assign by IT Admin – The Permission Option configured here will be applied on the
Clone User Permission service request. Select Show as Read-Only to Business User to
allow the business users to see the Permission Option in the service request or Hide
from Business User to not display the Permission Option associated with this service to
the business users requesting this service.
•
Assign by Business User – Allows the business user to configure the Permission Option.
14. Additional Option – Choose how to deal with the permissions of the source user that resides in
a SharePoint Online security group. Choose from the following:
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•
Add target user to the same group in destination – Adds the target user into the
SharePoint Online security group where the source user resides.
•
Clone source user’s permissions to the target user directly – Copies the permissions of
the group where the source user resides to the target user.
Choose whether to assign the Additional Option directly by this service or allow the business
user to choose the Additional Option when submitting a service request for this service. Choose
from the following:
•
Assign by IT Admin – The Additional Option configured here will be associated with all
of the site collections selected in the scope of the Clone User Permission service
request. Select Show as Read-Only to Business User to allow the business users to see
the Additional Option in the service request or Hide from Business User to not display
the Additional Option associated with this service to the business users requesting this
service.
•
Assign by Business User – Allows the business user to configure the Additional Option.
15. Options for Transfer – Specify the options to manage the source user/group when transferring
permissions. The selected options will be the default selections when submitting a service
request. Choose from the following:
•
Remove source user’s explicit permission – Removes the source user’s or group’s
permission after cloning the permission successfully.
•
Remove source user from SharePoint groups – Deletes the source user from SharePoint
Online security groups that he resides after cloning the permission successfully.
•
Delete source user from site collection – Deletes the source user or group from the site
collection after cloning the permission successfully.
Choose whether to assign the Options for Transfer directly by this service or allow the business
user to choose the Options for Transfer when submitting a service request for this service.
Choose from the following:
•
Assign by IT Admin – The Options for Transfer configured here will be associated with
all of the site collections selected in the scope of the Clone User Permission service
request. Select Show as Read-Only to Business User to allow the business users to see
the Options for Transfer in the service request or Hide from Business User to not display
the Options for Transfer associated with this service to the business users requesting
this service.
•
Assign by Business User – Allows the business user to configure the Options for
Transfer.
16. Click the arrow on the right-hand side to proceed to the next step.
17. Metadata – Select the metadata to be made available to users when submitting a request for
this service. Click the Add Metadata to go to the Add Metadata window. In the Add Metadata
window:
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•
Create – Click Create to create new metadata in the Create Metadata window. For
more information about how to configure metadata, refer to Creating or Editing
Metadata.
•
Edit – Select metadata and click Edit. For more information about how to configure
metadata, refer to Creating or Editing Metadata.
•
Add to List – Select desired metadata and click Add to List. The metadata displayed here
is configured in Settings > Request Management > Metadata.
18. Approval Process – Select an approval process from the drop-down menu or click Create New.
The Approval Process Settings interface appears. After selecting the approval process, the
approval stage, approver, and approval order are displayed. You can create a new approval
process from an existing approval process by clicking Create From This Existing Approval
Process. The Approval Process Settings window appears. Configure the settings, and then save
and activate the approval process. For more information on configuring the approval process,
refer to Creating or Editing Approval Processes. This approval process will be triggered when a
service request to clone user permissions is submitted.
Select the Allow approvers to edit this service request checkbox to allow the approvers to edit
the service request for this service. You can also choose to Notify the requester when the
service request is edited by selecting the checkbox and then selecting an E-mail template.
19. Custom Action – Allows you to define custom actions before approval, after approval, and after
execution of the request via the methods that exist in a published Web Service. Select the
corresponding checkboxes and complete the following steps:
a. Enter the URL of your published Web Service in the Web Service Address text box.
b. Click Retrieve to retrieve the methods in the Web Service.
c. Select your desired method from the drop-down list.
d. If there are parameters defined in the selected method, the parameters are displayed in
a table. Enter the value for each parameter in the corresponding text box.
20. Run During – Select Enable service request execution schedule to define when Governance
Automation executes the service request. Then, choose a previously-configured execution
schedule from the drop-down menu or click Create New to create a new one.
21. When you have finished configuring settings for this service, choose one of the following
options:
•
Click the arrow on the left-hand side to go to the previous steps to review and modify
your configurations.
•
Click Save to save all of the configurations and return to the Service Management
interface.
•
Click Save and Activate to save all of the configurations and activate this service, which
allows users to submit requests for this service.
•
Click Cancel to return to the Service Management interface without saving any
configurations.
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Configuring Change Permissions Services
Configure Change Permissions services to define the Change Permissions service request template for
the business users. You can specify the users in a certain site collection whose permission you wish to
change.
On the interface for creating or editing a Change Permissions service, configure the following settings:
1. Service Name and Description – Enter a Name for the service and an optional Description for
future reference.
2. Language – Choose the language for this service. When starting a request, you can filter the
services according to their languages.
3. Service Category – Categories are used to organize your Governance Automation Online
services. Select an existing category from the drop-down menu or create a new category for this
service by clicking Create New then configuring the new category in the Create Category
interface.
4. Department – Departments help organize services as well as provide essential Governance
Automation Online reporting information for sorting and understanding your organization’s
SharePoint Online usage. Select a department you wish this service to belong to from the dropdown menu or click Create New to create a new one.
Choose whether to assign a department to this service or allow the business user to choose the
department when submitting a service request for this service. Choose from the following:
•
Assign by IT Admin – The users in the department selected in the preceding drop-down
menu will be the intended requesters of this service. Select Show as Read-Only to
Business User to allow the business users to see the default department in the service
request or Hide from Business User to not display the department associated with this
service to the business users requesting this service.
•
Assign by Business User – Allows business user to choose the department when
submitting a service request for this service.
5. Service Permissions – Choose how users will get to this service and who has permission to
access it.
•
94
Display this service in the service catalog – This service will be displayed in the service
catalog.
o
Allow all users to user this service – Allow this service to be requested by any
user.
o
Select users or groups to use this service – Select the users or Office 365 groups
to have permission to submit requests for this service. Enter the names of users
or groups in the text box. Click the check ( ) button to check that the names
are valid. You may also click the browse ( ) button to search for users or
groups. Separate multiple users or groups with semicolons.
Governance Automation Online Administrator’s Guide
•
Users may access this service via a questionnaire even if not listed in the permissions
above – Allow users to request this service after they finish answering the questionnaire
even if they are not listed in the service permissions above.
6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is
the owner of the business process for this service. Enter the username in the Service Contact
text box. Click the check ( ) button to check that the name is valid. You may also click the
browse ( ) button to search for users.
7. Administrator Contact – Specify a user to be the Administrator Contact. This user should be an
administrator of Governance Automation Online and is responsible for service management.
Governance Automation Online will assign a task to the Administrator Contact when an error
occurs after the approval process starts. Enter a username in the Administrator Contact text
box. Click the check ( ) button to check that the name is valid or click the browse ( ) button
to search for users. To also have an e-mail notification be sent to the Administrator Contact
when this service encounters an error, configure the Administrator Notification section of the
System group within Settings. For more information, refer to Configuring Administrator
Notification.
8. Click the arrow on the right-hand side to proceed to the next step.
9. Scope – Expand the tree to select your desired nodes by selecting the corresponding
checkboxes.
You can also choose to Use SharePoint Online context to automatically populate the service
request scope. Select this checkbox to retrieve and use SharePoint Online context in the service
request scope. In the request triggered from the Site Information Card app part, the URL of the
site where the Site Information Card resides will be retrieved. The site URL will be automatically
used as the request scope. Choose one of the following options:
•
Allow Business User to Edit the URL – The site URL will be automatically filled into the
text box, and the requester can edit it.
•
Show as Read-Only to Business User – The site URL will be displayed as read-only, and
the requester cannot edit it.
•
Hide from Business User – The site URL will be hidden from the requester.
10. Select Users – Select the users for which you want to change the permissions. Choose from the
following:
•
Allow any user/ group – Select this option to allow the business user to change
permissions of any SharePoint Online users and security groups of the selected scope.
•
Allow peers and direct or indirect reports (only supports SharePoint Online standard
instance user) – Select this option to allow the business user to change permissions of
users managed by the requester and the users of the same title as the requester.
•
Allow direct or indirect reports (only supports SharePoint Online standard instance
user) – Select this option to allow the business user change permissions of users
managed by the requester.
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11. Change Type – Choose to Remove Permissions from users/groups or Change Permissions of
users/groups.
Choose whether to assign the selected change type to this service or allow the business user to
choose the change type when submitting a service request for this service. Choose from the
following:
o Assign by Business User – Allows business user to choose the change type when
submitting a service request for this service.
o
Assign by IT Admin – The selected change type will be applied to this service. Select
Show as Read-Only to Business User to allow the business users to see the default
change type in the service request or Hide from Business User to not display the change
type to the business users requesting this service.
In the Advanced settings, select an e-mail template to send the notification e-mail that notifies
the requester to review or change permissions in the generated permission review task.
12. Metadata – Select the metadata to be made available to users when submitting a request for
this service. Click the Add Metadata to go to the Add Metadata window. In the Add Metadata
window:
•
Create – Click Create to create new metadata in the Create Metadata window. For
more information about how to configure metadata, refer to Creating or Editing
Metadata.
•
Edit – Select metadata and click Edit. For more information about how to configure
metadata, refer to Creating or Editing Metadata.
•
Add to List – Select desired metadata and click Add to List. The metadata displayed here
is configured in Settings > Request Management > Metadata.
13. Approval Process – Select an approval process from the drop-down menu or click Create New.
The Approval Process Settings interface appears. After selecting the approval process, the
approval stage, approver, and approval order are displayed. You can create a new approval
process from an existing approval process by clicking Create From This Existing Approval
Process. The Approval Process Settings window appears. Configure the settings, and then save
and activate the approval process. For more information on configuring the approval process,
refer to Creating or Editing Approval Processes. This approval process will be triggered when a
service request to remove the permission of a specific user is submitted.
Select the Allow approvers to edit this service request checkbox to allow the approvers to edit
the service request for this service. You can also choose to Notify the requester when the
service request is edited by selecting the checkbox and then selecting an E-mail template.
14. Custom Action – Allows you to define custom actions before approval, after approval, and after
execution of the request via the methods that exist in a published Web Service. Select the
corresponding checkboxes and complete the following steps:
a. Enter the URL of your published Web Service in the Web Service Address text box.
b. Click Retrieve to retrieve the methods in the Web Service.
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c. Select your desired method from the drop-down list.
d. If there are parameters defined in the selected method, the parameters are displayed in
a table. Enter the value for each parameter in the corresponding text box.
15. Run During – Select Enable service request execution schedule to define when Governance
Automation executes the service request. Then, choose a previously-configured execution
schedule from the drop-down menu or click Create New to create a new one.
16. When you have finished configuring settings for this service, choose one of the following
options:
•
Click the arrow on the left-hand side to go to the previous steps to review and modify
your configurations.
•
Click Save to save all of the configurations and return to the Service Management
interface.
•
Click Save and Activate to save all of the configurations and activate this service, which
allows users to submit requests for this service.
•
Click Cancel to return to the Service Management interface without saving any
configurations.
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Additional Governance Automation Online
Configurations
The following sections detail additional configurations you can make to Governance Automation Online.
Additional configurations include the following:
•
The Governance Automation Online App.
•
The optional settings in the following groups within the Settings interface: System, SharePoint,
Request Management, Monitoring Reports, Audit Reports, and Administration Reports. These
settings may affect the entire Governance Automation Online platform or be only relevant to
certain features.
Installing the Governance Automation Online App
Governance Automation Online App, an app for SharePoint Online, provides SharePoint Online endusers with easier access to Governance Automation Online without having to leave their SharePoint
Online interface. With the Governance Automation Online App configured, the Site Information Card
app part is available for SharePoint Online sites.
Downloading the Governance Automation Online App
To install and use the Governance Automation Online App, download the app file:
http://download2.avepoint.com/Governance_Automation_Online_App.app.
If you are using Governance Automation Online version for U.S. Government Public Sector, download
the app file: http://download2.avepoint.com/Governance_Automation_Online_App_USGov.app.
Required Permissions
To install and use the Governance Automation Online App, ensure that the following permissions are in
place.
Uploading the Governance Automation Online App to App Catalog
The user who uploads the Governance Automation Online App to the app catalog site collection must
have Design or above permission to the app catalog site collection.
Registering the Governance Automation Online App
The user who registers the Governance Automation Online App must be the administrator of the site
collection or site from which the Register an App page is started.
Adding the Governance Automation Online App to a SharePoint Online Site
The user who adds the Governance Automation Online App to a SharePoint Online site must be the
administrator of the site.
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Inserting a Governance Automation Online App Part to a SharePoint Online Site
The user who inserts a Governance Automation Online app part to a SharePoint Online site must have
Contribute or above permission to the site.
Uploading the Governance Automation Online App to App Catalog
Before adding the Governance Automation Online App to any SharePoint Online site, you must upload
the Governance Automation Online App to the app catalog site collection.
Complete the following steps to upload the Governance Automation Online App to the app catalog site
collection:
1. In the SharePoint admin center interface, navigate to apps > App Catalog.
2. Click Apps for SharePoint on the left pane.
3. In the Apps for SharePoint interface, click Upload.
4. In the Add a document window, click Browse….
5. In the Choose File to Upload window, select the downloaded app file and click Open.
6. In the Add a document window, click OK. The app file is successfully uploaded to the app
catalog.
Registering the Governance Automation Online App
To use the Governance Automation Online App, you must register the app in SharePoint Online.
Complete the following steps to register the Governance Automation Online App:
1. Go to any site collection or site that is in the same tenant of the app catalog site collection
where the Governance Automation Online App is uploaded.
2. Modify the site collection or site URL to …/_layouts/15/appregnew.aspx. The Register an App
page appears.
3. Configure the following settings in the Register an App page:
a. Client Id – Enter efbb98fd-e154-42b8-96df-f552bc3a862d in the text box.
b. Client Secret – Enter bFilTPqDzKpUmzJhy+ykSokPHIJdNM09WtK0DuPpnSk= in the text
box.
c. Title – Enter a desired title for the Governance Automation Online App.
d. App Domain – Enter gaoapp.avepointonlineservices.com in the text box.
If you are using the Governance Automation Online version for U.S. Government Public
Sector, enter gausgovapp.avepointonlineservices.com.
e. Redirect URI – Enter https://gaoapp.avepointonlineservices.com/home/index in the
text box.
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If you are using the Governance Automation Online version for U.S. Government Public
Sector, enter https://gausgovapp.avepointonlineservices.com/home/index.
f.
Click Create to register the Governance Automation Online App.
Adding the Governance Automation Online App to a SharePoint Online
Site
Complete the following steps to add the Governance Automation Online App to any SharePoint Online
site that exists in the same tenant as the app catalog site collection.
1. Log into the SharePoint Online site where you want to add the Governance Automation Online
App.
2. Click the Settings ( ) button on the upper-right corner of the site, and then click Add an app.
You can also navigate to the Site Contents interface and click add an app. The Your Apps
interface appears.
3. In the Apps you can add section, click Governance Automation Online.
4. When asked if you want to trust Governance Automation Online, click Trust It.
5. The Governance Automation Online App is added to the site and a Governance Automation
Online link is added on the Quick Launch. Click the Governance Automation Online link and you
are brought to a new page. By default, the following tiles are displayed in the page:
•
Start a Request
•
View My Requests
•
View My To-Do List
•
Public Site Collection Directory
•
My Sites
Inserting a Governance Automation Online App Part
Governance Automation Online App provides the Site Information Card app part that can be inserted to
SharePoint Online sites. The Site Information Card displays key information about the site, such as
ownership, classification, policy, and available service requests.
*Note: This app part can be inserted to a top-level site of a site collection, or be inserted to an individual
site. In a top-level site, the app part displays the site collection information. In a site, the app part
displays the site information.
To insert the Site Information Card app part to a site, complete the following steps:
1. Go to the site and click the PAGE tab on the ribbon.
2. In the PAGE tab, click Edit.
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3. Click the INSERT tab and click App Part.
4. In the Parts section, select Site Information Card.
5. Click Add to add this app part to the site.
6. Click Save on the ribbon to save your configurations.
Configuring Language and Time Zone Settings
To configure the language and time zone for your Governance Automation Online platform, click the
login ID on the navigation bar. Then, click Configure Personal Settings.
In the pop-up Configure Personal Settings interface, configure the following settings:
1. Language – Select a language from the drop-down list to set it as the display language.
2. Time Zone – Select a time zone from the drop-down list to set it as the display time zone. The
time zone selected here decides the display time of data in Governance Automation Online
interface.
3. Click Save on the ribbon to save your configuration. The display language and time zone are
changed automatically. Click Cancel to exit the Configure Personal Settings interface.
Configuring Settings in the System Group
The System group allows you to configure the optional system settings of Governance Automation
Online, including E-mail Templates, Administrator Notification, Timer Service Configuration
Management, Report Export Location, Category Management, and Recertification Profile
Management.
Refer to the following instructions for details of these sections.
Configuring E-mail Templates
E-mail Templates allow you to customize notification e-mails sent by Governance Automation Online,
such as when a request is approved or when a task is assigned. Different e-mail templates are used for
different notifications.
To access E-mail Templates settings, click E-mail Templates in the System group within the Settings
interface.
Searching and Filtering E-mail Templates
To change the number of rows displayed, use the Show rows drop-down menu in the upper-right
corner. To sort the e-mail templates, click the sort ( ) button in a column heading such as E-mail
Template and Description. You can also filter the E-mail Template Type by clicking the filter ( ) button
in the column heading.
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To search displayed e-mail template, enter the keyword in the Search text box and then click the search
(
) button.
Creating or Editing E-mail Templates
To create a new e-mail template, click Create on the ribbon. To modify a previously configured e-mail
template, select the e-mail template, and click Edit on the ribbon.
In the interface for creating or editing an e-mail template, configure the following settings:
1. Enter a desired E-mail Template Name for the e-mail template. Then, enter an optional
Description for the e-mail template for future reference.
2. Select an E-mail Template Type from the drop-down menu to designate when the e-mail
template can be used in Governance Automation Online.
3. Subject – Enter a subject name of the e-mail notification for the e-mail template. You can insert
reference in the Subject by clicking Insert Reference. A reference is a parameter that will call up
the corresponding bit of information for which it is named specific to each individual service
request.
4. Message Body – Customize the message body of the e-mail notification for the e-mail template.
You can insert reference in the Message Body by clicking Insert Reference. A reference is a
parameter that will call up the corresponding bit of information for which it is named specific to
each individual service request.
5. Click Save to save the configurations and return to the E-mail Templates interface, or click
Cancel to return to the E-mail Templates interface without saving any configurations.
Deleting E-mail Templates
To delete an e-mail template from Governance Automation Online, select an e-mail template from the
e-mail template list, and then click Delete on the ribbon. A confirmation window appears and asks if you
are sure you want to proceed with the deletion. Click OK to delete the selected e-mail template, or click
Cancel to return to the E-mail Template interface without deleting the selected e-mail template.
Configuring Administrator Notification
Administrator Notification allows you to configure a notification to inform the Administrator Contact
should any service request encounter an error.
To access Administrator Notification settings, click Administrator Notification in the System group
within the Settings interface.
Follow the instructions below to configure the Administrator Notification settings:
1. Alternate Administrator Contact – Specify a user to be an alternate Administrator Contact in
case that the Administrator Contact is unavailable. Enter the username in the text box. Click the
check ( ) button to check that the username is valid, or click the browse ( ) button to search
for the desired user.
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2. E-mail Settings – Allows you to send an e-mail to the Administrator Contact once a task has
been assigned to that Administrator Contact when an error occurs. Select the Notify the Service
Request Administrator Contact when the task is assigned checkbox, and select an e-mail
template from the drop-down menu for this e-mail notification.
3. Duration and Escalation – Select the Enable Duration and Escalation checkbox to notify another
administrator contact if a task has not been handled within the specified amount of time. Make
sure that the user receiving the escalated tasks has enough permission to handle all tasks.
a. Duration – Enter a positive integer in the text box for the deadline, and select Day(s) or
Week(s) as the time unit for the duration.
b. Escalation – Select the action that the escalation will trigger from the drop-down menu.
•
Notify – The specified user will be notified when the task is escalated. Enter the
username in the text box. Click the check ( ) button to check that the
username is valid, or click the browse ( ) button to search for the desired user.
You can also enter $ in the text box to choose $ManagerOfApprover. The
manager of the approver of the task will be notified when the task is escalated.
•
Re-assign to – The task will be re-assigned to the specified users when the task
is escalated. Enter the username in the text box. Click
to check that the
username is valid, or click
to search for the desired user.
c. E-mail Template – Select an e-mail template from the drop-down menu.
4. Click Save to save the configurations and return to the Settings interface, or click Cancel to
return to the Settings interface without saving any changes.
Configuring the Timer Service
Use Timer Service Configuration Management to manually configure Timer Service setting. After saving
the configurations for the Timer Service settings, they take effect immediately.
To access Timer Service Configuration Management settings, click Timer Service Configuration
Management in the System group within the Settings interface.
In the Timer Service Configuration Management interface, configure the following settings:
1. Site Collection Status Scan Job – Select Enable site collection status scan job to enable this job.
The site collection status scan job monitors the status of site collections, including inactivity,
lease expiration, locking, and deletion. Configure the interval to perform the job by entering
your desired value and selecting Hour(s), Day(s), Week(s), Month(s), or Year(s).
2. Site Information Synchronization Job – Select Enable site information synchronization job to
enable this job. The site information synchronization job synchronizes the related site
information. Configure the interval to perform the job by entering your desired value and
selecting Hour(s), Day(s), Week(s), Month(s), or Year(s).
3. Site Collection Information Synchronization Job – Select Enable site collection information
synchronization job to enable this job. The site collection information synchronization job
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synchronizes the related site collection information. Configure the interval to perform the job by
entering your desired value and selecting Hour(s), Day(s), Week(s), Month(s), or Year(s).
4. Recertification Scan Job – Select Enable recertification scan job to enable this job. The
recertification scan job checks the recertification profiles to see if it is time to run a
recertification process. Configure the interval to perform the job by entering your desired value
and selecting Hour(s), Day(s), Week(s), Month(s), or Year(s).
5. Click Save to save the configurations and return to the Settings interface, or click Cancel to
return to the Settings interface without saving any configurations.
Configuring Report Export Locations
The Report Export Location is where you export Governance Automation Online reports.
To access Report Export Location settings, click Report Export Location in the System group within the
Settings interface.
Searching Report Export Locations
You can search your desired report export locations by designated keywords. Enter the keyword in the
Search text box and then click the search ( ) button. The Location Name and Description column
support to search for export locations, and only the content in the column displayed in the current view
can be searched.
Creating or Editing Report Export Locations
To create a new report export location, click Create on the ribbon. To modify a previously configured
export location, select the export location, and click Edit on the ribbon.
In the interface for creating or editing a report export location, configure the following settings:
1. Name and Description – Enter a name for the new report export location. Enter an optional
description for future reference.
2. Microsoft Azure Storage Configuration – Configure the connection to your Microsoft Azure
Storage.
•
Container name – Enter the container name that you wish to access.
•
Account name – Enter the corresponding account name to access the container.
•
Account key – Enter the corresponding account key to access the container.
Optionally, you can choose whether to Use https to access Microsoft Azure Storage.
Click Validation Test to test the connection.
3. Click Save on the ribbon to save your configurations, or click Cancel to go back to the Report
Export Location interface without saving any configuration.
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Deleting Report Export Locations
To delete a report export location from Governance Automation Online, select an export location from
the list of previously configured export locations, and then click Delete on the ribbon. A confirmation
window will pop up to ask if you are sure you want to proceed with the deletion. Click OK to delete the
selected export location, or click Cancel to return to the Report Export Location interface without
deleting the selected export location.
Configuring Category Management
Use Category Management to manage categories, which are used to organize services, approval
processes, policies, and questionnaires.
To access Category Management settings, click Category Management in the System group within the
Settings interface.
Displaying and Searching Categories
To change the number of categories displayed, use the Show rows drop-down menu in the upper right
corner.
To search the displayed categories, enter the keyword in the Search text box and click the search (
button.
)
Creating or Editing Categories
To create a new category, click Create on the ribbon. To modify a previously configured category, select
the desired category, and click Edit on the ribbon.
In the Create Category interface or Edit Category interface, configure the following settings:
1. Category Name – Enter the name of the category that you are about to create.
2. Category Name Mapping – This allows the category to be displayed as different names in
Governance Automation Online with different display languages. Enter the category names for
different languages in the corresponding text boxes. If you do not wish to configure the category
name mapping manually, Governance Automation Online automatically uses the category name
specified in step 1 for the category names of all languages. The text boxes will be filled in with
the name entered in Category Name when the cursor is moved away from the category name.
3. Click Save to save the configurations and return to the Category Management interface, or click
Cancel to return to the Category Management interface without saving any configurations.
Deleting Categories
To delete a category, select a previously configured category, and then click Delete on the ribbon. A
confirmation window will pop up and ask if you are sure you want to proceed with the deletion. Click OK
to delete the selected category, or click Cancel to return to the Category Management interface without
deleting the selected category.
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Configuring Recertification Profiles
Use Recertification Profile Management to manage profiles. Recertification profiles enable permission
recertification process that can be applied to site collection policies. Permission recertification enables
the periodic review of user and group permissions to site collection content. A permission recertification
task will be generated according to the schedule. Approvers can then modify the permissions in
Governance Automation Online and the permission changes will be updated to SharePoint Online.
*Note: Permission recertification is not supported on SharePoint Online My Sites.
To access Recertification Profile Management, click Recertification Profile Management in the System
group within the Settings interface.
Displaying and Searching Recertification Profiles
To change the number of recertification profiles displayed, use the Show rows drop-down menu in the
upper-right corner.
To search the recertification profiles that are displayed, enter the keyword in the Search text box and
click the search (
) button.
Creating or Editing Recertification Profiles
To create a new recertification profile, click Add on the ribbon. To modify a previously configured
recertification profile, select the desired profile, and click Edit on the ribbon.
Complete the following steps:
1. Name and Description – Enter a name and an optional description for the recertification profile.
2. Category – Categories are used to organize recertification profiles. Select an existing category
from the drop-down list or click Create New to create a new category.
3. Recertification Settings – Configure the settings for permission recertification.
a. Specify a duration for the entire recertification process (optional) – Allows you to
define a duration for the entire recertification process. Enter a whole number in the text
box and select Day(s) or Week(s) as the unit.
b. Configure the Recurrence of the permission search: Daily, Weekly, or Monthly.
c. Select an Approval Process from the drop-down menu or click Create New to create a
new one.
4. Administrator Contact – Enter the name of the user who will become the administrator contact.
If a recertification task encounters any errors, an error task will be generated and the error task
will be assigned to this administrator contact.
5. Click Save to save your configurations on the profile or click Cancel to return to the
Recertification Profile Management interface without saving any configurations.
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Deleting Recertification Profiles
To delete a recertification profile, select a previously configured profile, and then click Delete on the
ribbon. A confirmation window will pop up and ask if you are sure you want to proceed with the
deletion. Click OK to delete the selected profile, or click Cancel to return to the Recertification Profile
Management interface without deleting the selected profile.
Configuring Settings in the SharePoint Group
The SharePoint group allows you to manage the settings related to SharePoint Online.
Configuring SharePoint Permission Levels
Permission levels allow you to assign a particular set of permissions to SharePoint Online users and
security groups so that they can perform specific actions on your site.
To access SharePoint Permission Level Management, click SharePoint Permission Level Management
in the SharePoint group within the Settings interface.
Displaying and Searching Permission Levels
To change the number of rows displayed, use the Show rows drop-down menu in the upper-right
corner.
To search the displayed SharePoint permission level, enter the keyword in the Search textbox and click
the search (
) button.
Creating or Editing Permission Levels
To create a new permission level, click Create on the ribbon. To modify a previously configured
permission level, select the desired permission level, and click Edit on the ribbon.
In the interface for creating or editing a SharePoint permission level, configure the following settings:
1. Name and Description – Enter a desired Name for the permission level. Then, enter an optional
Description for the permission level for future reference.
2. Permissions – Add permissions to the permission level by selecting corresponding checkboxes.
3. Click Save to save the configurations and return to the SharePoint Permission Level
Management interface, or click Cancel to return to the SharePoint Permission Level
Management interface without saving any configurations.
Deleting Permission Levels
To delete a permission level from Governance Automation Online, select a previously configured
permission level, and then click Delete on the ribbon. A confirmation window appears and asks if you
are sure you want to proceed with the deletion. Click OK to delete the selected permission level, or click
Cancel to return to the SharePoint Permission Level Management interface without deleting the
selected permission level.
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Importing Existing Site Collections and Sites
This feature allows you to manage existing SharePoint Online site collections and sites that were not
created by Governance Automation Online. These site collections and sites are managed by configuring
template files.
To access Import Existing Site Collections and Sites settings, click Import Existing Site Collections and
Sites in the SharePoint group within the Settings interface.
Exporting a Template File
Export Mode allows you to generate a template file. The template file is configured for importing
existing site collections or sites, so that the site collections or sites can be managed by Governance
Automation Online.
To export a template file, complete the following steps:
1. Click Export Mode on the ribbon to access the export mode.
2. Name and Description ‒ Enter a name for the export job. Enter an optional description for
future reference.
3. Level ‒Select Site Collection to generate a configuration template to import site collections to
be managed by Governance Automation Online, or select Site to generate a configuration
template to import sites instead.
4. Scope ‒ Expand the tree to select the node which you want to manage by Governance
Automation Online.
•
If Site Collection is selected in the Level section, only SharePoint Online admin center
can be selected from the tree.
•
If Site is selected in the Level section, SharePoint Sites groups, site collections, and sites
can be selected from the tree. The selected SharePoint Sites group and site collections
will not be included in the template file while the selected sites will be included in the
template file.
5. Export Location ‒ Choose to export the template file to a local path or an export location. If
Export to an export location is selected, select an export location from the drop-down list or
click Add New Location to create a new export location in the pop-up window.
6. Click Save and Export on the ribbon to export the template file.
Modifying the Exported Site Collection Template File
To modify an exported site collection template file, complete the following steps:
1. Navigate to the location where the exported site collection template file is saved.
2. Open the template file to view and configure the following settings for each entry:
*Note: All information must be entered exactly, including spaces and capitalization.
•
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URL ‒ Displays the full URL of the site collection.
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•
Admin Center URL ‒ Displays the admin center URL of SharePoint Online site
collections.
•
Department ‒ Enter the department to which the site collection belongs. The
department entered here must already be configured in Settings > Department.
•
Policy Name ‒ Enter the name of the Policy used to provision the site collection.
•
Primary Site Collection Contact ‒ Enter a username to assign a user to be the primary
site collection contact.
•
Secondary Site Collection Contact ‒ Enter a username to assign a user to be the
secondary site collection contact.
•
Metadata ‒ Enter the value for the metadata. Any site collection metadata created in
Settings > Metadata can be entered here.
3. Save the template file after the configuration.
Modifying the Exported Site Template File
To modify an exported site template file, complete the following steps:
1. Navigate to the location where the exported template file is saved.
2. Open the template file to view and configure the following settings for each entry:
*Note: All information must be entered exactly, including spaces and capitalization.
•
URL ‒ Displays the full URL of the site.
•
Site ID ‒ Displays the ID of the site.
•
Site Collection URL ‒ Displays the full URL of the site collection to which the site
belongs.
•
Site Collection ID ‒ Displays the ID of the site collection to which the site belongs.
•
Department ‒ Enter the department to which the site belongs. The department entered
here must already be configured in Settings > Department.
•
Primary Site Contact ‒ Enter a username to assign a user to be the primary site contact.
•
Secondary Site Contact ‒ Enter a username to assign a user to be the secondary site
contact.
3. Save the template file after the configuration.
Importing the Modified Template File
Import Mode allows you to import the modified template file and apply it for managing specific
SharePoint Online site collections and sites.
To import the modified template file, complete the following steps:
1. Click Import Mode on the ribbon to access the import mode.
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2. Name and Description ‒ Enter a name for the import job. Enter an optional description for
future reference.
3. Level ‒ Select Site Collection to import an exported site collection template file, or select Site to
import an exported site template file.
4. Import Location ‒ Click Browse to locate the modified template file.
5. Click Save and Apply on the ribbon to start the job for applying the configurations. You are
brought to the Job Status tab. For more information, refer to Viewing Job Status.
Viewing Job Status
The Job Status tab allows you to view the status of the export/import job and the other information
related to the jobs, including Name, Description, Type, Modified By, and Last Modified Time.
You can perform the following actions:
•
Search – Filters displayed jobs by your entered keyword. You can search desired jobs by the
following columns: Name and Modified By. Only the content in the column displayed in the
current view can be searched.
•
Show rows – Select the desired number from the Show rows drop-down menu in the upperright corner to change the number of jobs displayed per page.
•
Sort – Click the sort ( ) button in the column Name and select Ascending or Descending, or
click the sort ( ) button in the column Last Modified Time.
•
Filter item ( ) – Filters which item in the list is displayed. Click the filter item ( ) in the column
heading you want to filter, then select the checkbox next to the item name to have that item
shown in the list.
•
Manage columns ( ) – Manages which columns are displayed in the list. Click the manage
columns ( ) button, then select the checkbox next to the column name to have that column
shown in the list.
•
Refresh – Click Refresh on the ribbon to refresh the current interface.
•
Download – Select an import job and click Download on the ribbon to download the import
result file.
If a root site collection failed to import due to disabled SharePoint Online Custom Script settings,
note the following:
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o
Custom Script settings control whether SharePoint Online users can run custom script
on personal sites and self-service created sites. For more information, refer to
http://go.microsoft.com/fwlink/?LinkId=397546.
o
Complete the following steps to enable Custom Script settings:
i.
Navigate to SharePoint admin center > settings > Custom Script.
ii.
Choose the Allow users to run custom script on self-service created sites
option.
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iii.
Click OK to save your change.
*Note: Changes to Custom Script settings might take up to 24 hours to take effect. Reimport the failed site collection in 24 hours.
•
Delete – Select one or more job and click Delete on the ribbon to delete the selected jobs.
Configuring Settings in the Request Management Group
The Request Management group allows you to configure the optional settings related to requests,
including Metadata, Execution Schedule, and Questionnaire Management.
Configuring Metadata
In Governance Automation Online, you can create metadata that can be made available in services for
users to select when submitting a request to create a new site collection or site. The metadata created
by Governance Automation Online is stored in the property bag of the site collection/site and can be
used to maintain information such as purpose of creation, geography, for compliance and records
standards purposes, etc.
*Note: Publish to Directory is a pre-defined metadata field which will be automatically added into the
Create Site Collection service. You can set the metadata value to Yes or No for the site collection created
by Governance Automation Online. All of the site collections with Publish to Directory metadata value
Yes can be displayed in the Public Site Collection Directory. For information on Public Site Collection
Directory, refer to Public Site Collection Directory.
To manage metadata created by Governance Automation Online, click Metadata in the Request
Management group within Settings.
Searching and Filtering Metadata
To change the number of rows displayed, use the Show rows drop-down menu in the upper-right
corner. To sort the metadata, click the sort ( ) button in a column heading such as Metadata Name,
Default Value, Index Metadata, Last Modified Time, and Created By, then select Ascending or
Descending.
You can customize how the metadata are displayed in a number of different ways:
•
Search – Allows you to filter metadata displayed by the keyword you designate. The Metadata
Name column and the Created By column support to search for the desired metadata, and only
the content in the column displayed in the current view can be searched.
•
– You can manage which columns are displayed in the list so that only information you want
to see is displayed. Click add column ( ) button, and then select the checkbox next to the
column name to have that column shown in the list.
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•
– This allows you to filter which item in the list is displayed. Click the filter ( ) button of the
column you want to filter, and then select the checkbox next to the item name to have that item
shown in the list.
To view metadata details, click the metadata name.
Creating or Editing Metadata
To create new metadata, click Create on the ribbon. To modify previously configured metadata, select
the metadata, and click Edit on the ribbon.
Configure the following settings when creating or editing metadata:
1. Name and Type – Enter a name for the new metadata into the Metadata Name text box. All
metadata created by Governance Automation Online will have the prefix GA_. Then select the
type of information you wish to store in this metadata field by clicking the corresponding option.
Choose from Single line of text, Multiple lines of text, Yes/No (check box), Choice (menu to
choose from), Person or Group or Managed Metadata.
2. Additional Column Settings – Configure additional settings for the new metadata. Enter an
optional description in the Description text box. Then configure the following settings
depending on your selection in The type of information in this metadata is field.
•
Single line of text – Enter the desired text into the Default Value text box. Select who
assigns this metadata from the drop-down menu. Choose between Assign by Business
User and Assign by Administrator. If Assign by Business User is selected, choose
whether or not to require input from the business user by selecting the Require
Business User Input checkbox.
•
Multiple lines of text – Enter the desired text in the Default Value text box. You may
enter multiple lines of text by hitting the Enter key on your keyboard. Select who assigns
this metadata from the drop-down menu. Choose between Assign by Business User and
Assign by Administrator. If Assign by Business User is selected, choose whether or not
to require input from the business user by selecting the Require Business User Input
checkbox.
•
Yes/No (checkbox) – Choose whether or not to Enable Terms and Conditions
Agreement by selecting the checkbox. If the option is enabled, enter the desired terms
and conditions in the text box. Select Yes or No as the Default Value from the dropdown menu. Select who assigns this metadata from the drop-down menu. Choose
between Assign by Business User and Assign by Administrator. If Assign by Business
User is selected, choose whether or not to require input from the business user by
selecting the Require Business User Input checkbox.
•
Choice (a selection to choose from) – Enter the choices you wish to provide in the Type
each choice on a separate line text box. Choose the type of selections to provide from
the following: Drop-down Menu, Radio Buttons or Checkboxes (allow multiple
selections). Then, select a default value for this choice.
Select who assigns this metadata from the drop-down menu. Choose between Assign by
Business User and Assign by Administrator. If Assign by Business User is selected,
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choose whether or not to require input from the business user by selecting the Require
Business User Input checkbox.
•
Person or Group – Enter the usernames or group names in the Default Value field. For
multiple entries, separate each entry with a semicolon. Select who assigns this metadata
from the drop-down menu. Choose between Assign by Business User and Assign by
Administrator. If Assign by Business User is selected, choose whether or not to require
input from the business user by selecting the Require Business User Input checkbox.
•
Managed Metadata – Configure the following settings for Managed Metadata.
o
Multiple Value Field – Select the Allow multiple values checkbox if you wish to
create multiple terms for the site collection created by Governance Automation
Online.
o
Term Set Settings – Select an admin center from the Select admin center and
term set drop-down menu to load the term sets where you can retrieve the
terms. Expand the Managed Metadata Service tree to select the term set where
to choose the term by clicking the term set name. The selected term set is
highlighted in orange.
o
Default Value − Enter your desired terms as the default values in the text box or
select a default value by selecting the select metadata ( ) button to access the
Select Default interface. Expand the term set tree to select the desired term
and click Add in the lower-left corner of the Select Default interface.
Choose between Assign by Business User and Assign by Administrator. If Assign by
Business User is selected, choose whether or not to require input from the business
user by selecting the Require Business User Input checkbox.
3. Index Metadata – Choose whether or not to index this metadata for the Site Collection/ Site
Report of Governance Automation Online.
•
Yes – Allows for faster filtering, searching and sorting of the metadata column in the Site
Collection/ Site Report of Governance Automation Online. While indexing metadata
takes up space in the database, the storage space required for this index is miniscule.
•
No – The index is not added to the database, and filtering, searching and sorting this
metadata column will be slower for the Site Collection/Site Report.
4. Click Save to save the configurations and return to the Metadata Management interface, and
click Cancel to return to the Metadata Management interface without saving any
configurations.
*Note: When you finish editing the metadata that is applied to existing services, click Save and
Update to All Applied Services to save and update this metadata for the corresponding services.
Deleting Metadata
To delete a metadata, select a previously configured metadata, and then click Delete on the ribbon. A
confirmation window appears and asks if you are sure you want to proceed with the deletion. Click OK
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to delete the selected metadata, or click Cancel to return to the Metadata Management interface
without deleting the selected property.
Configuring Execution Schedules
Use the Execution schedule feature to define when Governance Automation Online executes service
requests.
To access Execution Schedule settings, in the Settings interface, click Execution Schedule.
Displaying and Searching Execution Schedules
To change the number of execution schedules displayed, use the Show rows drop-down menu in the
upper-right corner.
To search the displayed execution schedules, enter the keyword in the Search text box and click the
search (
) button.
Creating or Editing Execution Schedules
To create a new execution schedule, click Create on the ribbon. To modify a previously configured
execution schedule, select the desired execution schedule, and click Edit on the ribbon.
On the interface for creating or editing an execution schedule, configure the following settings:
1. Execution Schedule Name and Description – Enter a desired Name for the execution schedule
in the text box and enter an optional Description for the execution schedule for future
reference.
2. Define Execution Schedule – Define an execution schedule for a service by selecting your
desired days and hours. Then, click Add to List to add it to the execution schedule list below, or
click Clear Settings to reset your execution schedule.
3. Time Zone – Select your time zone for the execution schedule.
4. Click Save to save the configurations and return to the Execution Schedule interface, or click
Cancel to return to the Execution Schedule interface without saving any configurations.
Deleting Execution Schedules
To delete an execution schedule, select a previously configured execution schedule, and then click
Delete on the ribbon. A confirmation window appears and asks if you are sure you want to proceed with
the deletion. Click OK to delete the selected execution schedule, or click Cancel to return to the
Execution Schedule interface without deleting the selected execution schedule.
Configuring Questionnaires
Use Questionnaire Management to configure questionnaires to guide the requesters to appropriate
services when starting a request. In a questionnaire, you can add your desired questions, define the
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order that the questions appear, customize the logical relationship for the questions, add the answer
criterion, and select the services that will be visible to the requesters.
*Note: The Questionnaire Management feature is not fully supported on Internet Explorer 8. To use this
feature, AvePoint recommends that you use Google Chrome or Internet Explorer 9 or above to manage
questionnaires.
To access Questionnaire Management settings, click Questionnaire Management in the Request
Management group within Settings.
Displaying and Searching Questionnaires
To change the number of questionnaires displayed, use the Show rows drop-down menu in the upperright corner.
To search the displayed questionnaire, enter the keyword in the Search text box and click the search
(
) button.
Creating or Editing Questionnaires
To create a new questionnaire, click Create on the ribbon. To modify a previously configured
questionnaire, select the desired questionnaire, and click Edit on the ribbon.
On the interface for creating or editing a questionnaire, configure the following settings:
1. Name and Description – Enter the name for the questionnaire that you are about to create.
Enter an optional description for future reference.
2. Language – Choose the language for this questionnaire. When starting a request, the
questionnaires can be filtered according to their languages.
3. Questionnaire Category – Categories are used to organize your questionnaires. Select an
existing category from the drop-down menu or create a new category for this questionnaire by
clicking Create New then configuring the new category in the Create Category interface.
4. Questionnaire Permissions – Choose Allow all users to use this questionnaire to allow this
questionnaire be viewed by any user, or specify the users or Office 365 groups that have
permissions to access this questionnaire by choosing Select users/groups to use this
questionnaire and entering the names of the users or groups in the text box. Click the check
( ) button to check that the names are valid. You may also click the search ( ) button to
search for users or groups. Separate multiple users or groups with semicolons.
5. Click the arrow on the right-hand side to proceed to the next step.
6. Questions – Define the questions for this questionnaire.
•
To create a new question, click Add Question and then configure the following settings
in the Add Question interface.
a. Question – Enter your desired question and select the answer type, Drop-down
Menu, Radio Buttons, or Managed metadata.
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b. Answer Settings – Define the answers for the question. Enter each answer on a
separate line. You can also define a default answer for the question.
c. Click Save to save this question.
•
To edit a previously created question, click the edit ( ) button after the question
name and then modify the settings in the Edit Question interface.
•
To delete a previously created question, click the delete (
name.
) button after the question
7. Click the arrow on the right-hand side to proceed to the next step.
8. Follow the steps below to configure the logic diagram.
a. Drag your desired question from the left pane to the Start point of the right pane.
b. Drag another question under the arrow of one answer for the question above to
determine the logical relationship.
c. Repeat the step above to add multiple questions.
*Note: You can add the same question to multiple logical flows on the right pane, but a
question can only be added into a logical flow once.
d. Drag your desired service to the end point of each logical flow
e. If there are no services that fit the logical flow, click Add End Points Automatically to
end all points with No Service. For the No Service end point, you are allowed to define
a custom message that helps the requester find proper solutions if there is no service
available to the requester.
i.
Click the edit ( ) button next to the No Service end point. The Custom
Message window appears.
ii.
In the text box, enter the message that will be displayed to the requester.
iii.
Click Save on the ribbon to save your configuration.
The previously created questions and the services in the left pane are supported to search.
Enter the keyword of the question name or service name in the text box under Questions
or Services and click the search (
Click the remove (
) button to search it.
) button to remove a question from the logic diagram.
9. When you have finished configuring settings for this questionnaire, choose one of the following
options:
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•
Click the arrow on the left-hand side to go to previous steps to review and modify your
configurations.
•
Click Save As Draft to save the questionnaire as a draft and return to the Questionnaire
Management interface.
•
Click Save and Activate to save all of the configurations and activate this questionnaire.
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•
Click Cancel to return to the Questionnaire Management interface without saving any
configurations.
Activating, Deactivating, Copying, and Deleting Questionnaires
To activate an inactive questionnaire, select the questionnaire, and then click Edit on the ribbon. Review
the questionnaire settings, and then click Save and Activate.
To deactivate an active questionnaire, select the questionnaire, and then click Deactivate on the ribbon.
To duplicate an existing questionnaire to make minor changes in order to save as a new questionnaire,
select a questionnaire and click Copy on the ribbon. Then, make the desired modifications.
To delete a questionnaire, select a previously configured questionnaire, and then click Delete on the
ribbon. A confirmation window will pop up and ask if you are sure you want to proceed with the
deletion. Click OK to delete the selected questionnaire, or click Cancel to return to the Questionnaire
Management interface without deleting the selected questionnaire.
Managing the Monitoring Reports
Monitoring Reports allows administrators to manage the settings and detailed information for all
requests, tasks, and recertification reports created by and assigned to any user.
To access Monitoring Reports, go to the Monitoring Reports group in Settings.
All Requests
All Requests centralize all of the submitted service requests created by any users, providing you with
one interface to process all of the requests.
To access All Requests, click All Requests in the Monitoring Reports group within Settings. Click Back to
go back to the Settings interface.
You may change the number of requests displayed per page, as well the order they are displayed. To
change the number of requests displayed per page, select the desired number from the Show rows
drop-down menu in the upper-right corner. To sort the requests, click the sort ( ) button in a column
heading, then select Ascending or Descending.
You can customize how the requests are displayed in a number of different ways:
•
Search – Filters displayed service requests by your entered keyword. You can search desired
service requests by the following columns: Service Request, Service and Assign To. Only the
content in the column displayed in the current view can be searched.
•
Manage columns ( ) – Manages which columns are displayed in the list. Click the manage
columns ( ) button, then select the checkbox next to the column name to have that column
shown in the list.
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•
Filter item ( ) – Filters which item in the list is displayed. Click the filter item ( ) button of the
column you want to filter, then select the checkbox next to the item name to have that item
shown in the list.
You can perform the following actions in All Requests:
•
View Details ‒ Click a request name to see its configuration.
•
Cancel Request ‒ Select a request which you wish to cancel and click Cancel Request on the
ribbon.
•
Delete ‒ Select the request that you wish to delete and click Delete on the ribbon.
All Tasks
All Tasks centralize all of the tasks assigned to any users, providing you with one interface to process all
current tasks or review previous tasks.
To access All Tasks, click All Tasks in the Monitoring Reports group within Settings. To exit out of All
Tasks, click Back.
You can change the number of tasks displayed per page, as well the order they are displayed in. To
change the number of tasks displayed per page, select the desired number from the Show rows dropdown menu in the upper-right corner. To sort the tasks, click the sort ( ) button in a column heading
then select Ascending or Descending.
You can customize how the tasks are displayed in a number of different ways:
•
Search – Filters displayed tasks by your entered keyword. You can search desired tasks by the
following columns: Title, Requester, and Assign To. Only the content in the column displayed in
the current view can be searched.
•
Manage columns ( ) – Manages which columns are displayed in the list. Click the manage
columns ( ) button, then select the checkbox next to the column name to have that column
shown in the list.
•
Filter items ( ) – Filters which item in the list is displayed. Click the filter item ( ) button of the
column you want to filter, then select the checkbox next to the item name to have that item
shown in the list.
Create, Delete, Extend Site Collection, and Create Site Tasks
You can perform the following actions on tasks from Create Site Collection, Create Site, Delete Entire
Site Collection, and Extend Site Collection services:
•
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View Task – Click a task title to see detailed information. In the View Details interface, you have
the following options:
o
Approve – Click Approve on the ribbon to finish this task.
o
Reject – Click Reject on the ribbon to reject this task.
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o
Edit Request (This button is only visible to the approvers when Allow approvers to edit
this service request is selected in the corresponding service) – Click Edit Request on the
ribbon to edit all of the settings of this request in the Edit Request interface.
o
View Request History – Click View Request History to view the versions of this request
in the View Request History interface.
•
Approve – Select a desired task, and click Approve on the ribbon to approve the task. Enter any
comments you may have in the pop-up window. Click OK to finish this task, or click Cancel to
return to the All Tasks interface without executing the task.
•
Reject – Select a desired task, and click Reject on the ribbon to reject the task. Enter comments
you may have in the pop-up window. Click OK to finish this task, or click Cancel to return to the
All Tasks interface without executing the task.
Site Collection Lifecycle Management Tasks
You can perform the following actions on tasks from Site Collection Lifecycle Management services:
•
View Task – Click a task title to see detailed information. In the View Details interface, you have
the following options:
o
Approve – Click Approve on the ribbon to finish this task.
o
Reject – Click Reject on the ribbon to reject this task.
o
Edit Request (This button is only visible to the approvers when Allow approvers to edit
this service request is selected in the corresponding service) – Click Edit Request on the
ribbon to edit all of the settings of this request in the Edit Request interface.
o
View Request History – Click View Request History to view the versions of this request
in the View Request History interface.
•
Approve – Select a task, and click Approve on the ribbon to approve the task. Enter any
comments you may have in the pop-up window. Click OK to finish this task, or click Cancel to
return to the All Tasks interface without executing the task.
•
Reject – Select a task, and click Reject on the ribbon to reject the task. Enter comments you may
have in the pop-up window. Click OK to finish this task, or click Cancel to return to the All Tasks
interface without executing the task.
When a site collection’s inactivity threshold or lease period is exceeded, a Site Collection Lifecycle
Management task is automatically generated and assigned to the approver. You can perform the
following actions on the automatic Site Collection Lifecycle Management task:
•
Continue Access – Select a task, and click Continue Access on the ribbon to execute the Extend
Site Collection task. In the pop-up window, click OK to execute the task or Cancel to return to
the All Tasks interface.
•
Extend – Select a task and click Extend on the ribbon to extend the lease for the site collection
in this task. In the pop-up window, configure the amount of time to extend beyond the site
collection lease period by entering a positive integer in the text box and selecting Day(s),
Week(s), or Month(s) from the drop-down menu. Then click OK to confirm the action or Cancel
to return to the All Tasks interface.
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•
Delete – Select a task, and click Delete on the ribbon to execute the Delete Entire Site Collection
task. In the pop-up window, click OK to execute the task, or click Cancel to return to the All
Tasks interface.
•
Change Policy – Select a task and click Change Policy on the ribbon to change the policy for the
site collection in this task. In the pop-up window, click OK to confirm the action or Cancel to
return to the All Tasks interface.
Site Lifecycle Management Tasks
You can perform the following actions on the tasks from Site Lifecycle Management services:
•
View Task – Click a task title to see detailed information. In the View Details interface, you have
the following options:
o
Approve – Click Approve on the ribbon to finish this task.
o
Reject – Click Reject on the ribbon to reject this task.
o
Edit Request (This button is only visible to the approvers when Allow approvers to edit
this service request is selected in the corresponding service) – Click Edit Request on the
ribbon to edit all of the settings of this request in the Edit Request interface.
o
View Request History – Click View Request History to view the versions of this request
in the View Request History interface.
•
Approve – Select a task, and click Approve on the ribbon to approve the task. Enter some
comments for this task for further reference in the pop-up window. Click OK to finish this task or
Cancel to return to the All Tasks interface.
•
Reject – Select a task, and click Reject on the ribbon to reject the task. Enter some comments
for this task for further reference in the pop-up window. Click OK to finish this task, or click
Cancel to return to the All Tasks interface.
Grant Permissions Tasks
You can perform the following actions on the tasks from Grant Permissions services:
•
View Task – Click a task title to see detailed information. In the View Details interface, you have
the following options:
o
Approve – Click Approve on the ribbon to finish this task.
o
Reject – Click Reject on the ribbon to reject this task.
o
Edit Request (This button is only visible to the approvers when Allow approvers to edit
this service request is selected in the corresponding service) – Click Edit Request on the
ribbon to edit all of the settings of this request in the Edit Request interface.
o
View Request History – Click View Request History to view the versions of this request
in the View Request History interface.
•
Approve – Select a task, and click Approve on the ribbon to approve the task. Enter some
comments for this task for further reference in the pop-up window. Click OK to finish this task or
Cancel to return to the All Tasks interface.
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•
Reject – Select a task, and click Reject on the ribbon to reject the task. Enter some comments
for this task for further reference in the pop-up window. Click OK to finish this task, or click
Cancel to return to the All Tasks interface.
Change and Clone or Transfer Permissions Tasks
You can perform the following actions on the tasks from Change Permissions and Clone or Transfer User
Permissions services:
•
View Task – Click a task title to see detailed information. In the View Details interface, you have
the following options:
o
Submit – Click Submit on the ribbon to finish this task.
o
Reject – Click Reject on the ribbon to reject this task.
o
Review the Report – Review detailed report of this task. Choose one of the following
options:

View on screen – Open the report directly to view details on screen. If you
views details of a Change Permissions task, refer to Reviewing Permissions.

Download report – Download the report and then modify the data that you
wish to change. In the pop-up window, click Browse to select the modified file
to upload.
o
Edit Request (This button is only visible to the approvers when Allow approvers to edit
this service request is selected in the corresponding service) – Click Edit Request on the
ribbon to edit all of the settings of this request in the Edit Request interface.
o
View Request History – Click View Request History to view the versions of this request
in the View Request History interface.
•
Submit – Select a task, and click Submit on the ribbon to submit the task. Enter some comments
for this task for further reference in the pop-up window. Click OK to finish this task or Cancel to
return to the All Tasks interface.
•
Reject – Select a task, and click Reject on the ribbon to reject the task. Enter some comments
for this task for further reference in the pop-up window. Click OK to finish this task, or click
Cancel to return to the All Tasks interface.
Reviewing Permissions
If you views details of a Change Permissions task, you can perform the following actions:
•
Filter Records – Select User Based or Object Based from the drop-down list in the top left-hand
corner. By default, All Results is selected.
•
Submit – Click Submit on the ribbon to submit the task and apply all of your configurations to
SharePoint.
•
Reset – Click Reset on the ribbon to select Reset My Changes or Reset All Changes.
o
Reset My Changes – Your changes on the task will be cleared.
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o
Reset All Changes – All users’ changes on the task will be cleared.
•
Export Report – Click Export Report on the ribbon to export the permission review report. In the
Export Report window, choose to export the report to local machine or export the report to an
export location, and select a report format (CSV or XLS). Then, click Export to Datasheet to
export the report.
•
Edit User Permissions – Select a user and click Edit User Permissions. In the Edit Permissions
interface, modify the permission levels in the Permissions section. Then, click Save on the
ribbon to save your changes and go back to the View Details page. The edited record is
highlighted.
•
Remove User Permissions – Select a user and click Remove User Permissions. A pop-up window
appears which asks you to confirm your operation. Click OK to remove the user’s permissions.
•
Delete User – Select a user and click Delete User. A pop-up window appears which asks you to
confirm your deletion. Click OK to delete the selected user.
•
Edit Group Permissions – Select a group and click Edit Group Permissions. In the Edit
Permissions interface, modify the permission levels in the Permissions section. Then, click Save
to save your changes and go back to the View Details page. The edited record is highlighted.
•
Remove Group Permissions – Select a group and click Remove Group Permissions. A pop-up
window appears which asks you to confirm your operation. Click OK to remove the group’s
permissions and go back to the View Details page. The edited record is highlighted.
•
Delete User – Click the display name of a group and you are brought to a new window. Select
one or more group users and click Delete User on the ribbon. A pop-up window appears which
asks you to confirm your deletion. Click OK to delete the selected users.
•
Remove User From Group – Click the display name of a group and you are brought to a new
window. Select one or more group users and click Remove User From Group on the ribbon. A
pop-up window appears which asks you to confirm your operation. Click OK to remove the
selected users from the group.
•
Change Group – Click the display name of a group and you are brought to a new window. Select
one or more group users and click Change Group on the ribbon.
In the Change Group interface, select the group that you wish to change to and select the
method for changing group, Copy or Move. Copy will copy the users to the new group. Move
will remove the users from the previous group and then add the users to the new group. Click
Save to save your changes and go back to the View Details page. The edited record is
highlighted.
Change Actions, Content Move, and Create Tasks
You can perform the following actions on the tasks from Change Site Collection Contact or
Administrator, Change Site Collection Settings, Change Site Contact, Change Site Metadata, Content
Move, Create Library/List, Change Library/List Settings services.
•
View Task – Click a task title to see detailed information. In the View Details interface, you have
the following options:
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o
Approve – Click Approve on the ribbon to finish this task.
o
Reject – Click Reject on the ribbon to reject this task.
o
Edit Request (This button is only visible to the approvers when Allow approvers to edit
this service request is selected in the corresponding service) – Click Edit Request on the
ribbon to edit all of the settings of this request in the Edit Request interface.
o
View Request History – Click View Request History to view the versions of this request
in the View Request History interface.
•
Approve – Select a task, and click Approve on the ribbon to approve the task. Enter some
comments for this task for further reference in the pop-up window. Click OK to finish this task or
Cancel to return to the All Tasks interface.
•
Reject – Select a task, and click Reject on the ribbon to reject the task. Enter some comments
for this task for further reference in the pop-up window. Click OK to finish this task, or click
Cancel to return to the All Tasks interface.
Error Tasks
You can perform the following actions on the error tasks assigned to administrators:
•
View Task – Click a task title to see detailed information. In the View Details interface, you have
the following options:
o
Retry – Click Retry on the ribbon to re-run the failed section.
o
Skip – Click Skip to continue the workflow past the failed section.
o
View Request History – Click View Request History to view the versions of this request
in the View Request History interface.
•
Retry – For a task which contains failed section, click the select ( ) button before a task title to
select it, and then click Retry on the ribbon to re-run the failed section.
•
Skip – For a task which contains failed section, click the select ( ) button before a task title to
select it, and then click Skip on the ribbon to continue the workflow past the failed section.
If an error task is generated due to disabled SharePoint Online Custom Script settings, enable Custom
Script settings and then retry the error task. For more information about Custom Script settings and how
to enable Custom Script settings, refer to Viewing Job Status.
All Recertification Reports
All Recertification Reports centralize all of the recertification tasks assigned to any users, providing you
with one interface to process all recertification tasks.
To access All Recertification Reports, click All Recertification Reports in the Monitoring Reports group
within Settings. To exit out of All Recertification Reports, click Back.
On the top of the All Recertification Reports interface, a message appears to remind you that
Governance Automation Online will keep 90 days of historical information for the tasks. If you want to
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store the tasks older than 90 days, click the select an export location link in the message to store the
tasks in an export location.
You can change the number of tasks displayed per page, as well the order they are displayed in. To
change the number of tasks displayed per page, select the desired number from the Show rows dropdown menu in the upper-right corner. To sort the tasks, click the sort ( ) button in a column heading,
then select Ascending or Descending.
You can customize how the tasks are displayed in a number of different ways:
•
Search – Filters displayed tasks by your entered keyword. You can search desired tasks by the
following columns: Request Title, Requester, and Assign To. Only the content in the column
displayed in the current view can be searched.
•
Manage columns ( ) – Manages which columns are displayed in the list. Click the manage
columns ( ) button, then select the checkbox next to the column name to have that column
shown in the list.
•
Filter items ( ) – Filters which item in the list is displayed. Click the filter item ( ) button of the
column you want to filter, then select the checkbox next to the item name to have that item
shown in the list.
Permission Recertification Tasks
When a recertification profile is selected in a site collection policy and the site collection policy is applied
to a Governance Automation Online managed site collection, a permission recertification task will be
generated. This task contains the searched permissions of users and groups for this site collection.
Approvers can then modify the permissions in Governance Automation Online and the permission
changes will be updated to SharePoint Online.
You can perform the following actions on the permission recertification task:
•
View Task – Click a request title to see detailed information. In the task details page, you have
the following options:
o
Filter Records – Select User Based or Object Based from the drop-down list in the top
left-hand corner. By default, All Results is selected.
o
Submit – Click Submit on the ribbon to submit the changes and apply all of your
configurations to SharePoint Online.
o
Reset – Click Reset on the ribbon to select Reset My Changes or Reset All Changes.
o
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
Reset My Changes – Your changes on the task will be cleared.

Reset All Changes – All users’ changes on the task will be cleared.
Export Report – Click Export Report on the ribbon to export the permission
recertification report. In the Export Report window, choose to export the report to local
machine or export the report to an export location, and select a report format (CSV or
XLS). Click Export to Datasheet to export the report.
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o
View History – Click View History to view the previous versions of the task.
o
Delete User – Select a user and click Delete User. A pop-up window appears which asks
you to confirm your deletion. Click OK to delete the selected user.
o
Edit User Permissions – Select a user and click Edit User Permissions on the ribbon. In
the Edit Permissions interface, modify the permission levels in the Permissions section.
Then, click Save on the ribbon to save your changes and go back to the View Details
page. The edited record is highlighted.
o
Remove User Permissions – Select a user and click Remove User Permissions. A pop-up
window appears which asks you to confirm your operation. Click OK to remove the
user’s permissions.
o
Edit Group Permissions – Select a group and click Edit Group Permissions on the ribbon.
In the Edit Permissions interface, modify the permission levels in the Permissions
section. Then, click Save to save your changes and go back to the View Details page. The
edited record is highlighted.
o
Remove Group Permissions – Select a group and click Remove Group Permissions. A
pop-up window appears which asks you to confirm your operation. Click OK to remove
the group’s permissions and go back to the View Details page. The edited record is
highlighted.
o
Delete User – Click the display name of a group and you are brought to a new window.
Select one or more group users and click Delete User on the ribbon. A pop-up window
appears which asks you to confirm your deletion. Click OK to delete the selected users.
o
Remove User From Group – Click the display name of a group and you are brought to a
new window. Select one or more group users and click Remove User From Group on the
ribbon. A pop-up window appears which asks you to confirm your operation. Click OK to
remove the selected users from the group.
o
Change Group – Click the display name of a group and you are brought to a new
window. Select one or more group users and click Change Group on the ribbon.
In the Change Group interface, select the group that you wish to change to and select
the method for changing group, Copy or Move. Copy will copy the users to the new
group. Move will remove the users from the previous group and then add the users to
the new group. Click Save to save your changes and go back to the View Details page.
The edited record is highlighted.
•
Submit – Select a task and click Submit on the ribbon to submit changes of the task. Enter
comments for this task for further reference in the pop-up window. Click OK to finish this task or
click Cancel to return to the All Recertification Report interface.
Managing the Audit Reports
To access Audit Reports, go to the Audit Reports group in Settings.
Audit Reports provide detailed information on all users, service request and approval process activities:
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User Activity Report ‒ Provides detailed information on all actions performed by Governance
Automation Online users, including administrators and business users. User Activity Report
allows you to inspect the behaviors done by users when errors occur for furnishing useful
information, or check the legality of user behaviors.
•
Service Request Report ‒ Provides detailed information for all of the submitted service
requests. Service Request Report gives you overall usage information of service requests, which
you can gather for IT chargeback and budgeting.
•
Approval Process Report ‒ Provides all of the processing tracks of the approval processes for
the service request once they are approved. Approval Process Report allows you to view the
detailed information of service requests for reviewing the performances, which can help you
optimize your service request flow and make the processes more efficient.
User Activity Report
To access User Activity Report, click User Activity Report in the Audit Reports group. Click Back to close
the User Activity Report interface.
Managing User Activity Reports
To change the number of reports displayed per page, select the desired number from the Show rows
drop-down menu in the upper-right corner. To sort the reports, click the sort ( ) button in the Changed
Time column, then select Ascending or Descending.
On the top of the User Activity Report interface, a message appears to remind that Governance
Automation Online will keep 90 days of historical information for this report. If you want to store the
records older than 90 days, click the select an export location link in the message to store the records in
an export location.
You can customize how the reports are displayed in a number of different ways:
•
Search – Filters displayed reports by your entered keyword. You can search desired reports by
the following columns: User and Object Instance Name. Only the content in the column
displayed in the current view can be searched.
•
Manage columns ( ) – Manages which columns are displayed in the list. Click the manage
columns ( ) button, then select the checkbox next to the column name to have that column
shown in the list.
•
Filter Item ( ) – Filter which item in the list is displayed. Click the filter item ( ) button in the
column heading you want to filter, then select the checkbox next to the item name to have that
item shown in the list.
Filtering and Generating User Activity Reports
To filter and generate user activity reports, complete the following steps:
1. Click Set Filter on the ribbon to customize the report. You can set filters for Object, Type,
Action, Time Range and User.
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2. To set new filter rules, click Reset and the previous filter rules are cleared to the default ones.
3. Click Generate Report to retrieve data for your report. You can also click Export to Datasheet to
export the report to a local path or an export location. For more information about exporting
the report, refer to Exporting Reports.
Exporting User Activity Reports
To export the currently displayed reports, click Export Report on the ribbon. For instructions about
exporting the report, refer to Exporting Reports.
Service Request Report
To access Service Request Report, click Service Request Report in the Audit Reports group. Click Back
to close the Service Request Report interface.
Managing Service Request Reports
To change the number of reports displayed per page, select the desired number from the Show rows
drop-down menu in the upper-right corner. To sort the reports, click the sort ( ) button in a column
heading, then select Ascending or Descending.
You can customize how the reports are displayed in a number of different ways:
•
Search – Filters displayed reports by your entered keyword. You can filter desired reports by the
following columns: Service Name, Service Request Name, Requester and Assign To. Only the
content in the column displayed in the current view can be searched.
•
Manage columns ( ) – Manages which columns are displayed in the list. Click the manage
columns ( ) button, then select the checkbox next to the column name to have that column
shown in the list.
•
Filter Item ( ) – Filters which item in the list is displayed. Click the filter item ( ) button in the
column heading you want to filter, then select the checkbox next to the item name to have that
item shown in the list.
Filtering and Generating Service Request Reports
To filter and generate service request reports, complete the following steps:
1. Click Set Filter on the ribbon to customize the report. You can set filters for Service Type,
Service Name, Requester, Assign To, Time Range, and Department.
2. To set new filter rules, click Reset and the previous filter rules are cleared to the default ones.
3. Click Generate Report to retrieve data for your report. You can also click Export to Datasheet to
export the report to a local path or an export location. For more information about exporting
the report, refer to Exporting Reports.
Exporting Service Request Reports
To export the currently displayed reports, click Export Report on the ribbon. For instructions about
exporting the report, refer to Exporting Reports.
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Approval Process Report
To access Approval Process Report, click Approval Process Report in the Audit Reports group. Click
Back to close the Approval Process Report interface.
Managing Approval Process Reports
To change the number of reports displayed per page, select the desired number from the Show rows
drop-down menu in the upper-right corner. To sort the reports, click the sort ( ) button in a column
heading, then select Ascending or Descending.
You can customize how the reports are displayed in a number of different ways:
•
Search – Filters displayed reports by your entered keyword. You can search desired reports by
the following columns: Service Request Name and User. Only the content in the column
displayed in the current view can be searched.
•
Manage columns ( ) – Manages which columns are displayed in the list. Click the manage
columns ( ) button, then select the checkbox next to the column name to have that column
shown in the list.
•
Filter Item ( ) – Filters which item in the list is displayed. Click the filter item ( ) in the column
heading you want to filter, then select the checkbox next to the item name to have that item
shown in the list.
Filtering and Generating Approval Process Reports
To filter and generate approval process reports, complete the following steps:
1. Click Set Filter on the ribbon to customize the report. You can set filters for Service Type,
Service Request Name, Status, Time Range, Department, and User.
2. To set new filter rules, click Reset and the previous filter rules are cleared to the default ones.
3. Click Generate Report to retrieve data for your report. You can also click Export to Datasheet to
export the report to a local path or an export location. For more information about exporting
the report, refer to Exporting Reports.
Exporting Approval Process Reports
To export the currently displayed reports, click Export Report on the ribbon. For instructions about
exporting the report, refer to Exporting Reports.
Managing the Administration Reports
Administration Reports provide basic information on all site collections and sites created by Governance
Automation Online:
•
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Site Collection Report ‒ Provides a list of site collections created by Governance Automation
Online and the corresponding information, including site collection URL, department, title,
policy, site collection template, primary site collection administrator, primary site collection
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contact, secondary site collection contact, and so on. You can customize how the report displays
the data by considerable criteria.
•
Site Report ‒ Provide a list of sites created by Governance Automation Online and the
corresponding information, including site URL, department, title, site template, primary site
contact, and secondary site contact. You can customize how the report displays the data by
considerable criteria.
Site Collection Report
To access Site Collection Report, click Site Collection Report in the Administrator Reports group. Click
Back to close the Site Collection Report interface.
Managing Site Collection Reports
To change the number of reports displayed per page, select the desired number from the Show rows
drop-down menu in the upper-right corner. To sort the reports, click the sort ( ) button in a column
heading, then select Ascending or Descending.
You can customize how the reports are displayed in a number of different ways:
•
Search – Filters displayed reports by your entered keyword. You can search desired reports by
the following columns: URL, Title, Description, Primary Site Collection Administrator, Primary
Site Contact, Secondary Site Collection Contact, and metadata. Only the content in the column
displayed in the current view can be searched.
•
Manage columns ( ) – Manages which columns are displayed in the list. Click the manage
columns ( ) button, then select the checkbox next to the column name to have that column
shown in the list.
•
Filter items ( ) – Filters which item in the list is displayed. Click the filter items ( ) button in
the column heading you want to filter, then check the checkbox next to the item name to have
that item shown in the list.
Filtering and Generating Site Collection Reports
To filter and generate site collection reports, complete the following steps:
1. Click Set Filter on the ribbon to customize the report. You can set filters for URL, Site Template,
Site Collection Size, Status, Department, Policy, and Primary Site Collection Contact. Filter by
Expiration Date is also supported. Set Inactivity Threshold Date and Lease Period Expiration
Date to add more filter rules.
2. To set new filter rules, click Reset and the previous filter rules are cleared to the default ones.
3. Click Generate Report to retrieve data for your report. You can also click Export to Datasheet to
export the report to a local path or an export location. For more information about exporting
the report, refer to Exporting Reports.
Exporting Site Collection Reports
To export the currently displayed reports, click Export Report on the ribbon. For instructions about
exporting the report, refer to Exporting Reports.
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Applying a Site Collection Policy
In Site Collection Report, you can apply a site collection policy to site collections in bulk.
Complete the following steps to apply a site collection policy:
1. Select one or more site collections and click Apply Policy on the ribbon.
*Note: The Apply Policy feature is only available to active and without ongoing process site
collections.
2. In the Apply Policy window, configure the following settings:
a. Site Collection Policy – Select a site collection policy from the drop-down list. This site
collection policy will be applied to the selected site collections.
b. Export Location – Select a previously configured export location from the drop-down list
or click Add New Location to create a new one. This export location will be used to store
the apply site collection policy result report.
3. Click Submit to save your configurations and go back to the Site Collection Report interface.
Governance Automation Online will start to apply the site collection policy in the backend. You
can click Refresh on the ribbon to view the site collection policy name. When the target policy
name is displayed under the Policy column, the site collection policy is applied successfully.
4. Go to the export location and you can view the apply site collection policy result report,
including the following information: URL, Initial Policy, Target Policy, Result, and Comment.
Site Report
To access Site Report, click Site Report in the Administration Reports group. Click Back to close the Site
Report interface.
Managing Site Reports
To change the number of reports displayed per page, select the desired number from the Show rows
drop-down menu in the upper right-hand corner. To sort the reports, click the sort ( ) button in a
column heading, then select Ascending or Descending.
You can customize how the reports are displayed in a number of different ways:
•
Search – Filters displayed reports by your entered keyword. You can search desired reports by
the following columns: URL and Title. Only the content in the column displayed in the current
view can be searched.
•
Manage columns ( ) – Manages which columns are displayed in the list. Click the manage
columns ( ), then select the checkbox next to the column name to have that column shown in
the list.
•
Filter items ( ) – Filters which item in the list is displayed. Click the filter items ( ) button in
the column heading you want to filter, then select the checkbox next to the item name to have
that item shown in the list.
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Filtering and Generating Site Reports
To filter and generate site reports, complete the following steps:
1. Click Set Filter on the ribbon to customize the report. You can set filters for URL, Site Template,
Department, and Primary Site Contact.
2. To set new filter rules, click Reset and the previous filter rules are cleared to the default ones.
3. Click Generate Report to retrieve data for your report. You can also click Export to Datasheet to
export the report to a local path or an export location. For more information about exporting
the report, refer to Exporting Reports.
Exporting Site Reports
To export the currently displayed reports, click Export Report on the ribbon. For instructions about
exporting the report, refer to Exporting Reports.
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Requests and To-Do Lists
Governance Automation Online administrators can create services which contain a set of configured
settings for SharePoint Online operations that comply with your organization’s rules and standards.
These services are tailored to the needs of different departments and purposes within your
organization. You will be able to submit requests for these services according to your SharePoint Online
needs. Once you submit a service request, the approval process associated with each corresponding
service will automatically notify the designated persons in your organization of your request. After all
approvers of a service have approved the request, Governance Automation Online will perform the
necessary operations to complete the service you have requested.
If you are a designated approver for any service, a task will appear in your My Tasks list whenever a
request for the service is submitted and any/all previous approvers have approved the request. If you
are a designated approver for a permission recertification process, a permission recertification report
will appear in your My Recertification Report list according to the recertification schedule.
Requests
Refer to the following sections to start a request and managed the submitted/saved requests.
Starting a Request
Services that you can request are displayed in your service catalog. You can submit a request by
selecting a service and entering the relevant information.
To access the Start a Request interface, click Start a Request in the Administrator landing page. To
search service requests, enter the service name keyword in the provided text box in the upper-right
corner. You can also filter service requests according to the language by clicking the language filter
button on the ribbon. Then, select the checkboxes next to the language names to have the services of
these languages shown.
In the Start a Request interface:
1. Select a service by clicking the service name.
2. Enter the necessary information as indicated in the service request.
3. When completing the configurations, choose one of the following options:
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Click Save As Draft to save the request as a draft and leave the configured settings for
later use.
•
Click Save and Submit to submit this request to the approvers.
•
Click Cancel to return to the Start a Request interface without saving any
configurations.
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My Requests
In My Requests, all of your previously created Governance Automation Online requests are displayed,
including Submitted Requests and Saved Requests.
To manage the requests, click View My Requests in the Administrator landing page.
Click the Submitted Requests or Saved Requests tab in the My Requests page to access the
corresponding request type.
Submitted Requests
In Submitted Requests, all of the requests submitted by you are displayed here. You may change the
number of submitted requests displayed per page, as well the order they are displayed in. To change the
number of submitted requests displayed per page, select the desired number from the Show rows dropdown menu in the upper-right corner. To sort the submitted requests, click the sort ( ) button in a
column heading, then select Ascending or Descending.
You can customize how the submitted requests are displayed in a number of different ways:
•
Search – Filters displayed service requests by your entered keyword. You can search desired
service requests using the following columns: Service Request, Service, and Assign To. Only the
content in the column displayed in the current view can be searched.
•
Manage columns ( ) – Manages which columns are displayed in the list. Click the managed
columns ( ) button, then select the checkbox next to the column name to have that column
shown in the list.
•
Filter items ( ) – Filters which item in the list is displayed. Click the filter items ( ) button of
the column you want to filter, and then check the checkbox next to the item name to have that
item shown in the list.
You can perform the following actions in Submitted Requests:
•
View Details – Click a request title to see detailed information. Close the interface to return to
the My Requests interface.
•
Copy – Duplicate the existing service request to make minor changes in order to submit as a
new service request. Select a submitted request. Click Copy on the ribbon, and make the desired
modifications.
When you have finished making changes, choose one of the following options:
•
o
Click Save As Draft to save the new service request as a draft.
o
Click Save and Submit to submit this request to the approvers.
o
Click Cancel to return to the My Requests interface without saving any configurations.
Cancel Request – Select a submitted request that you wish to cancel and click Cancel Request
on the ribbon.
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Saved Requests
In Saved Requests, all of the requests saved by you without submitting are displayed here. You may
change the number of saved requests displayed per page, as well the order they are displayed in. To
change the number of saved requests displayed per page, select the desired number from the Show
rows drop-down menu in the upper right-hand corner. To sort the saved requests, click the sort ( )
button in a column heading, then select Ascending or Descending.
You can customize how the saved requests are displayed in a number of different ways:
•
Search – Filters displayed service requests by your entered keyword. You can search desired
service requests using the following columns: Service Request and Service. Only the content in
the column displayed in the current view can be searched.
•
Manage columns ( ) – Manages which columns are displayed in the list. Click the manage
columns ( ) button, then select the checkbox next to the column name to have that column
shown in the list.
•
Filter items ( ) – Filters which item in the list is displayed. Click the filter item ( ) button of the
column you want to filter, and then select the checkbox next to the item name to have that item
shown in the list.
You can perform the following actions in saved requests:
•
View Details – Click a request title to see detailed information.
•
Edit – Select a saved request by clicking the select ( ) button before a service request name,
and click Edit on the ribbon to edit the settings of this request. When completing the
configurations, click Save to save all of the settings, or click Save and Submit to submit this
request to the approvers, or click Cancel to return to the My Request interface without saving
any configurations.
•
Delete – Select a saved request by clicking the select ( ) button before a service request name,
and click Delete on the ribbon. A confirmation window will pop up for this deletion. Click OK to
delete the selected request, or click Cancel to return to the My Request interface without
deleting the selected request.
•
Copy – Duplicate the existing service request to make minor changes in order to save as a new
service request. Select a submitted request. Click Copy on the ribbon, and make the desired
modifications.
When you have finished making changes, choose one of the following options:
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Click Save As Draft to save the new service request as a draft.
o
Click Save and Submit to submit this request to the approvers.
o
Click Cancel to return to the My Requests interface without saving any configurations.
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My To-Do List
When a service request is submitted and you are one of the approvers of this request, a task will be
assigned to you. When you are the approver of a permission recertification process and the
recertification schedule reaches, a permission recertification report will be assigned to you.
To view and manage your tasks and permission recertification reports, click View My To-Do List in the
Administrator landing page.
My Tasks
In the My Tasks tab, all of the tasks assigned to you are displayed here. You may change the number of
tasks displayed per page, as well the order they are displayed in. To change the number of tasks
displayed per page, select the desired number from the Show rows drop-down menu in the upper-right
corner. To sort the tasks, click the sort ( ) button in a column heading, then select Ascending or
Descending.
You can customize how the tasks are displayed in a number of different ways:
•
Search – Filters displayed Tasks by your entered keyword. You can search desired Tasks by the
following columns: Title and Requester. Only the content in the column displayed in the current
view can be searched.
•
Manage columns ( ) – Manages which columns are displayed in the list. Click the managed
columns ( ) button, then select the checkbox next to the column name to have that column
shown in the list.
•
Filter item ( ) – Allows you to filter which item in the list is displayed. Click the filter item ( )
button of the column you want to filter, and then check the checkbox next to the item name to
have that item shown in the list.
For more information about each task type, refer to the instructions in All Tasks.
My Recertification Report
My Recertification Report is a report of recertification tasks that are assigned to you. In the My
Recertification Report tab, all permission recertification tasks are displayed.
When a recertification profile is selected in a site collection policy and the site collection policy is applied
to a Governance Automation Online managed site collection, a permission recertification report will be
generated. This report contains the searched permissions of users and groups for this site collection.
Approvers can then modify the permissions in Governance Automation Online and the permission
changes will be updated to SharePoint Online.
You may change the number of reports displayed per page, as well the order they are displayed in. To
change the number of reports displayed per page, select the desired number from the Show rows drop-
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down menu in the upper-right corner. To sort the reports, click the sort ( ) button in a column heading,
then select Ascending or Descending.
You can customize how the reports are displayed in a number of different ways:
•
Search – Allows you to filter reports displayed by the keyword you designate. The Request Title
column supports being searched, and only the content in the column displayed in the current
view can be searched.
•
Manage Columns ( ) – You can manage which columns are displayed in the list so that only
information you want to see is displayed. Click the manage columns ( ) button, then select the
checkbox next to the column name to have that column shown in the list.
•
Filter ( ) – This allows you to filter which item in the list is displayed. Click the filter ( ) button
of the column you want to filter, and then select the checkbox next to the item name to have
that item shown in the list.
For more information about recertification tasks, refer to Permission Recertification Tasks.
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Public Site Collection Directory
The Public Site Collection Directory allows business users to monitor business ownership and usage. Site
collections with the Publish to Directory metadata value Yes are considered as published site
collections. For more information, refer to Configuring Metadata.
To access the Public Site Collection Directory, click Public Site Collection Directory in the Administrator
landing page.
Managing Public Site Collection Directory Reports
To change the number of the directory reports displayed per page, select the desired number from the
Show rows drop-down menu in the upper-right corner. To sort the directory reports, click the sort ( )
button in a column heading, then select Ascending or Descending.
You can customize how the directory reports are displayed in a number of different ways:
•
Search – Filters the displayed directory reports by your entered keyword. You can search desired
reports by the following columns: URL, Title, Description, Primary Site Collection
Administrator, Primary Site Collection Contact, Secondary Site Collection Contact, and
metadata. Only the content in the column displayed in the current view can be searched.
•
Manage columns ( ) – Manages which columns are displayed in the list. Click the manage
columns ( ) button, then select the checkbox next to the column name to have that column
shown in the list.
•
Filter item ( ) – Filters which item in the list is displayed. Click the filter item ( ) button in the
column heading you want to filter, then select the checkbox next to the item name to have that
item shown in the list.
Filtering and Generating Public Site Collection Directory Reports
To filter and generate public site collection directory reports, complete the following steps:
1. Click Set Filter on the ribbon to customize the directory report. You can set filters for URL, Site
Template, Site Collection Size, Status, Department, Policy, and Primary Site Collection Contact.
Filter by Expiration Date is also supported. Set Inactivity Threshold Date and Lease Period
Expiration Date to add more filter rules.
2. To set new filter rules, click Reset and the previous filter rules are cleared to the default ones.
3. Click Generate Report to retrieve data for your report. You can also click Export to Datasheet to
export the report to a local path or an export location. For more information about exporting
the report, refer to Exporting Reports.
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Exporting Public Site Collection Directory Reports
To export the currently displayed directory reports, click Export Report on the ribbon. For instructions
about exporting the report, refer to Exporting Reports.
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My Sites
My Sites displays a list of site collections for which the login user is the primary site collection
contact/secondary site collection contact/primary site collection administrator and a list of sites for
which the login user is the primary site contact or secondary site contact.
To access My Sites, click My Sites in the Home Page.
Managing My Sites Reports
To change the number of reports displayed per page, select the desired number from the Show rows
drop-down menu in the upper right-hand corner. To sort the reports, click the sort ( ) button in a
column heading, then select Ascending or Descending.
You can customize how the reports are displayed in a number of different ways:
•
Search – Allow you to filter reports displayed by the keyword you designate. The Title, URL,
Primary Contact, Secondary Contact, and Primary Site Collection Administrator columns
support to search for the desired reports, and only the content in the column displayed in the
current view can be searched.
•
Manage columns ( ) – You can manage which columns are displayed in the list so that only
information you want to see is displayed. Click the manage columns ( ) button, then select the
checkbox next to the column name to have that column shown in the list.
Filtering and Generating My Sites Reports
To filter and generate reports, complete the following steps:
1. Click Set Filter on the ribbon to customize the report. You can set filters for URL, Department,
Policy, and Primary Contact.
2. To set new filter rules, click Reset and the previous filter rules are cleared to the default ones.
3. Click Generate Report to retrieve data for your report. You can also click Export to Datasheet to
export the report to a local path or an export location. For more information about exporting
the report, refer to Exporting Reports.
Exporting My Sites Reports
To export the currently displayed reports, click Export Report on the ribbon. For instructions about
exporting the report, refer to Exporting Reports.
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Exporting Reports
In Governance Automation Online, you are allowed to export the following reports:
•
User Activity Report
•
Service Request Report
•
Approval Process Report
•
Site Collection Report
•
Site Report
•
Public Site Collection Directory Report
•
My Sites Report
In the Export Report window of each report, configure the following settings:
1. Report Export Location – Choose the location of the exported report.
•
Export to a local path – Export the report locally to your computer.
•
Export to an export location – Export the report to an export location on Microsoft
Azure.
2. If you choose Export to an export location, select a location from the drop-down menu, or click
Add New Location. You will be redirected to the New Report Export Location interface.
3. Report Format – Select either CSV or XLS as the report format from the drop-down menu.
4. Click Export to Datasheet to export the report.
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Inviting Support
For help using Governance Automation Online, you can invite a member of AvePoint Support to access
your Governance Automation Online environment to help troubleshoot. To do this, complete the
following steps:
1. In Governance Automation Online, click the invite support (
corner. A pop-up window appears.
) button on the upper-right
2. In the Invite Support window, configure the following settings:
a. Services – Select the service types related to your issue from the drop-down list.
b. Issue Type – Choose the type of issue you are requesting support for.
•
General guidance – Get general help using Governance Automation Online.
•
Troubleshoot an issue – Invite AvePoint Support to help you troubleshoot a
problem with Governance Automation Online.
c. Severity – Define the severity of the issue by selecting a level on the scrollbar (1=Trivial,
5=Critical).
d. Details – Enter detailed information about your issue in the textbox, such as how often
the issue appears, what actions were taken prior to the error occurring, or what
operation you require guidance for.
If the issue is related to a particular service, enter the corresponding service name in the
text box. To add multiple service names, separate the service names with semicolon.
e. Attachment – If you have a file that will help explain or resolve your issue, click Browse
and select your file.
*Note: The maximum file size is 25 MB.
f.
Contact Option – Choose your preferred method of contact.
•
Phone –Enter your phone number in the textbox.
•
E-mail –Enter your e-mail address in the textbox.
3. Click Submit on the ribbon to finish the invitation process. After submitting the form, an account
for an AvePoint Technical Support will be automatically created in AvePoint Online Services. This
account has the permission of Application Administrator for Governance Automation Online.
*Note: After AvePoint Technical Support completes troubleshooting, the account for the
support will remain in the Account Manager. To remove the account, an AvePoint Online
Services Service Administrator can delete the account by navigating to AvePoint Online
Services > User Management > User-based View, selecting the checkbox next to the Support’s
user ID, and then clicking Delete on the ribbon.
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Submitting Feedback
To report bugs, offer feature suggestions, or provide comments about your Governance Automation
Online experience, refer to the following steps:
1. In Governance Automation Online, click the submit feedback (
corner.
) button on the upper-right
If you would like to be contacted by an AvePoint representative after submitting feedback,
select the Would you like to be contacted by an AvePoint representative in regards to your
issue? checkbox at the top of the window.
2. Provide feedback in one or all of the three available feedback tabs: Bug Report, Interface
Improvement, and Feature Suggestion. Refer to the appropriate section below for further
details.
Bug Report
In the Bug Report tab, provide detailed information about the bug that you want to report:
1. Service Types – Select the types of services you were using when you found the bug/error.
Select the checkboxes before the service types in the drop-down list.
2. Bug Type – Choose the type of the bug, Logic or User Interface.
3. Severity – Define the severity of the bug (1=Trivial, 5=Critical) by selecting a level on the scroll
bar.
4. Details – Enter your own description to tell us the details of the bug (for example, how often the
bug appears, what process the bug affects, and what actions were performed before the bug
appears).
5. Click Send Now to submit your feedback.
Interface Improvement
In the Interface Improvement tab, you can provide feedback about your experience with the interface:
1. Tree and Interface Performance – Choose your evaluation for the performance of the data tree
interface and SharePoint Online functions.
2. How would you describe the DocAve Governance Automation Online Interface? – Choose your
evaluation of the DocAve Governance Automation Online interface.
3. Additional Feedback – Enter any additional feedback that you want to share with us in the
provided text box.
4. Click Send Now to submit your feedback.
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Feature Suggestion
In the Feature Suggestion tab, you can provide suggestions on any of our product features.
1. Service Type – Select the types of services that you would like to improve. Select the checkboxes
before the service types in the drop-down list.
2. Your Suggestion – Enter your suggestion for the feature in the text box, providing as much detail
as possible.
3. Click Send Now to submit your feedback.
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Governance Automation Online Web API SDK
Create customizable, extendable, and programmable usage of Governance Automation Online functions
by invoking the program interfaces provided by the Governance Automation Online Web API.
Getting Started
Refer to the sections below for important information on getting started with Governance Automation
Online Web API.
Environment Requirements
For Governance Automation Online Web API SDK, the .NET Framework version must be v4.5 or later.
Help Page
Go to the Governance Automation Online Web API Help Page to view methods and examples for using
the Governance Automation Online Web API.
Supported Features in Governance Automation Online Web API
The following features are supported by the Governance Automation Online Web API:
*Note: All service types are supported.
•
Get a list of activated services that the login user has the permission to use
•
Get a service through a specific service ID
•
Create a request that is dependent on a posted request model
•
Get a request through a specific request ID
•
Update a request
•
Submit a request by request ID
•
Cancel a request by request ID
•
Get a list of requests that the login user has created
•
View Site Collection Report – Get a list of all Governance Automation Online managed site
collections
•
View Site Report – Get a list of all Governance Automation Online managed sites
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Implementing Governance Automation Online API
Refer to the following example to get a list of requests created by the login user through Governance
Automation Online API.
Logging into Governance Automation Online
To log into Governance Automation Online, refer to the following example.
The logOnurl value is determined by the data center you selected when registering AvePoint Online
Services.
•
For US - East, use https://euga.avepointonlineservices.com/api/logon.
•
For EMEA - Ireland, use https://nega.avepointonlineservices.com/api/logon.
•
For APAC - Singapore, use https://apga.avepointonlineservices.com/api/logon.
•
For USGov - Public Sector, use
https://gausgovapi.avepointonlineservices.com/api/logon.
string logOnurl = " https://apga.avepointonlineservices.com/api/logon";
var logonInfo = new
{
userName = "[email protected]",
passWord = "12!@QW"
};
HttpWebRequest httpRequest = (HttpWebRequest)HttpWebRequest.Create(logOnurl);
httpRequest.ContentType = "application/json";
string reply = string.Empty;
ServicePointManager.ServerCertificateValidationCallback += ((sender, certificate,
chain, sslPolicyErrors) => true);
httpRequest.Method = "POST";
string content = JsonConvert.SerializeObject(logonInfo);
System.Text.UTF8Encoding encoding = new System.Text.UTF8Encoding();
byte[] data = encoding.GetBytes(content);
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httpRequest.ContentLength = data.Length;
using (Stream requestStream = httpRequest.GetRequestStream())
{
requestStream.Write(data, 0, data.Length);
}
HttpWebResponse response = (HttpWebResponse)httpRequest.GetResponse();
using (Stream responseStream = response.GetResponseStream())
{
using (StreamReader responseReader = new StreamReader(responseStream,
Encoding.UTF8))
{
reply = responseReader.ReadToEnd();
}
}
string token = JsonConvert.DeserializeObject(reply) as string;
Getting a List of Request Created by the Login User
Refer to the following example to get a list of requests created by the login user.
The url value is determined by the data center you selected when registering AvePoint Online Services.
•
For US - East, use https://euga.avepointonlineservices.com/api/requests/get.
•
For EMEA - Ireland, use https://nega.avepointonlineservices.com/api/requests/get.
•
For APAC - Singapore, use https://apga.avepointonlineservices.com/api/requests/get.
•
For USGov - Public Sector, use
https://gausgovapi.avepointonlineservices.com/api/requests/get.
string url = " https://apga.avepointonlineservices.com/api/requests/get";
HttpWebRequest httpRequest = (HttpWebRequest)HttpWebRequest.Create(url);
httpRequest.ContentType = "application/json";
string reply = string.Empty;
ServicePointManager.ServerCertificateValidationCallback += ((sender, certificate,
chain, sslPolicyErrors) => true);
httpRequest.Headers.Set("X_GovernanceAutomation_Access_Token", token);
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httpRequest.Method = "GET";
HttpWebResponse response = (HttpWebResponse)httpRequest.GetResponse();
using (Stream responseStream = response.GetResponseStream())
{
using (StreamReader responseReader = new StreamReader(responseStream,
Encoding.UTF8))
{
reply = responseReader.ReadToEnd();
}
}
List<APIRequest> requests =
JsonConvert.DeserializeObject<IEnumerable<APIRequest>>(reply).ToList();
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Appendix A: Using Custom Actions
To use the Custom Action feature in Governance Automation Online, there must be a published Web
Service with defined methods. Refer to the following sections for detailed instructions:
1. Creating and Configuring a Web Service
2. Publishing a Web Service
3. Applying a Web Service to a Custom Action
Creating and Configuring a Web Service
To create and configure a Web Service, complete the following steps:
1. In Microsoft Visual Studio, navigate to File > New > Project….
2. In the New Project window, navigate to Templates > Visual C# > Web on the left pane.
3. Select .NET Framework 3.5 from the drop-down list on the top.
4. Select ASP.NET Web Service Application on the middle pane.
Figure 2: Creating a Web Service.
5. On the bottom, define the Name, Location, and Solution name for the Web Service.
6. Click OK to create the Web Service. The default Web Service Service1.asmx.cs appears.
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7. In Service1.asmx.cs, define the method for your custom actions. The screenshot below shows
the sample method.
Figure 3: The sample method.
8. On the top of the method, add the WebMethod label.
9. On the right pane, click Web.config.
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10. In Web.config, add the <webServices> node as the child node of the <system.web> node.
11. In the <webServices> node, add the access mode for the Web Service. The screenshot below
shows an example.
Figure 4: The sample access mode.
Publishing a Web Service
To publish a Web Service, complete the following steps:
1. In Microsoft Visual Studio, on the right pane, right-click the Web Service name and click
Publish….
2. In the Publish Web window, select <New…> from the Select or import a publish profile dropdown list.
3. In the New Profile window, enter a profile name and click OK.
4. In the Connection step, configure the following settings:
a. Publish method – Select File System as the publish method.
b. Target location – Select a directory as the location to store the published file.
5. Click Next.
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6. In the Settings and Preview steps, keep the default configurations.
7. Click Publish to publish the Web Service file to the selected location.
8. Navigate to Internet Information Services (IIS) Manager.
9. Create an application pool for the Web Service.
a. On the left pane, right-click the Application Pools node and click Add Application
Pool….
b. In the Add Application Pool window, enter a name and select the .NET Framework
v4.0.30319 from the .NET Framework version drop-down list.
c. Click OK to create the application pool.
10. Create a Web site to host the Web Service.
a. On the left pane, right-click the Sites node and click Add Web Site….
b. In the Add Web Site window, configure the following settings:
i.
Site Name – Enter a name for the Web site.
ii.
Application Pool – Click Select … and select the application pool that is created
in step 10 and step 11.
iii.
Physical path – Select the directory where the published Web Service file
resides.
iv.
Port – Enter a port number for the Web site.
Figure 5: Creating a Web site.
v.
Click OK to create the Web site.
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Now you can access the Web Service by accessing the URL in the format of
[WebSiteAddress]+[ServiceName].asmx.
Figure 6: The sample Web Service.
Applying a Web Service to a Custom Action
To apply Web Service to a Governance Automation Online custom action, complete the following steps:
1. In the Custom Action section of a Governance Automation Online service, choose Before
approval, After approval, or After execution.
2. In the Web Service Address text box, enter the URL of your published Web Service.
3. Click Retrieve to retrieve the methods in the Web Service.
4. Select your desired method from the drop-down list. The parameters defined in the selected
method are displayed in a table.
5. Choose one of the following options to define the parameter values:
•
Enter the value for a parameter in the text box.
•
Enter $ and then select the custom metadata that is created in Governance Automation
Online.
When the custom metadata is applied to the service, the requester will define a value
for the metadata. The defined metadata value will become the parameter value.
Governance Automation Online will send the parameter values to the Web Service and the parameter
values will be used to execute the method in the Web Service.
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The screenshot below details an example of a custom action:
Figure 7: The sample custom action.
CreateGroup is selected as the method.
For the groupName parameter, the value of the GA_GroupName metadata is set to the parameter
value.
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In the sample request below, the requester enters site1 group as the value of the GA_GroupName
metadata.
Figure 8: The sample request.
After the CreateGroup method in the Web Service is executed, site1 group is created in SharePoint
Online.
Figure 9: The created group in SharePoint Online.
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Appendix B: Supported Features in Governance Automation and Governance
Automation Online
The following tables compare the supported and unsupported features of Governance Automation Service Pack 5 Cumulative Update 2 and
Governance Automation Online Service Pack 5 Cumulative Update 2.
Approval Process
The table below lists the supported and unsupported features of Approval Process in Governance Automation and Governance Automation
Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Approval Process Stages:
Use approval stages
Approval Process Stages:
Auto-approve
Approval Process Stages:
Integrate with external
workflow
CC
Approver(s): Assign To
Approver(s): Order
Integration
with DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint on-premises)
Governance Automation
(SharePoint Online)
Governance Automation
Online
√
√
√
×
√
√
√
×
√
×
×
×
×
×
√
√
√
√
√
√
√
√
√
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155
Note
Feature
Approver(s): Allow
approvers to reassign
tasks to others
E-mail Settings
Duration and Escalation
Integration
with DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint on-premises)
Governance Automation
(SharePoint Online)
Governance Automation
Online
√
√
√
×
×
√
√
√
√
√
√
Note
Site Collection Policy
The table below lists the supported and unsupported features of Site Collection Policy in Governance Automation and Governance Automation
Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Farm
Content Database
Content Database Policy
Site Collection Quota
Template
Quota (Storage Quota &
Server Storage Quota)
SharePoint Designer
Configuration
Site Maximum Depth Limit
156
Integration with
DocAve 6/
DocAve Online
Governance
Automation
(SharePoint
Online)
√
√
×
×
Governance
Automation Online
×
×
×
×
Governance
Automation
(SharePoint
on-premises)
√
√
√
√
×
×
√
√
×
√
√
√
×
√
√
√
×
×
×
×
Governance Automation Online Administrator’s Guide
Note
Feature
Integration with
DocAve 6/
DocAve Online
Governance
Automation
(SharePoint
Online)
×
√
×
Governance
Automation Online
×
√
√
Governance
Automation
(SharePoint
on-premises)
√
√
√
Site Policy Bar
Enable Granular Backup
Activate Connector Content
Library Feature
Activate Connector Media
Library Feature
Activate File Share Navigator
Feature
Enable site collection content
archival using DocAve
Archiver
Enable Scheduled Storage
Manager
√
√
×
×
√
√
×
×
√
√
×
×
√
√
×
×
Enabling Auditing
Enable Policy Enforcer
Enable Dead Account
Cleaning
Enable Vault for Site
Collection Content
√
√
√
√
√
√
×
√
×
×
√
×
√
√
×
×
Enable Deployment Manager
Archive Entire Site Collection
Delete Entire Site Collection
Extend Site Collection Lease
Enable Site Collection Policy
Change
Enable Site Collection Unlock
√
√
×
×
×
√
√
√
√
√
×
×
√
√
√
√
×
√
√
√
×
√
×
×
Governance Automation Online Administrator’s Guide
×
×
×
157
Note
DocAve Online does not
support Connector.
DocAve Online does not
support Connector.
DocAve Online does not
support File Share Navigator.
DocAve Online does not
support Scheduled Storage
Manager.
DocAve Online does not
support this feature.
Only supported for
SharePoint 2010 onpremises.
New in version SP5 CU1.
SharePoint Online does not
support locking site
collections.
Feature
Integration with
DocAve 6/
DocAve Online
Enable Site Collection
Inactivity Threshold
Enable Site Collection Lease
Period
Enable automated locking
and deletion
×
Governance
Automation
(SharePoint
on-premises)
√
Governance
Automation
(SharePoint
Online)
√
Governance
Automation Online
×
√
√
√
×
√
×
×
Recertification Profile
√
√
√
√
Note
√
SharePoint Online does not
support locking and
unlocking site collections.
Recertification Profiles in
Governance Automation
Online only support
permission recertification.
Supported and Unsupported Services
The table below lists the current supported and unsupported service types in Governance Automation and Governance Automation Online.
√ indicates Supported.
× indicates Unsupported.
Service Type
Create Site Collection
Create Site
Change Site Collection Contact or
Administrator
Change Site Collection Settings
158
Governance
Automation
√
√
√
Governance Automation
Online
√
√
√
√
√
Note
Governance Automation Online only
supports changing primary/secondary site
collection contact and primary site
collection administrator.
Governance Automation Online Administrator’s Guide
Service Type
Change Site Contact
Change Site Metadata
Content Move
Create Library/List
Change Library/List Settings
Create My Site
Governance
Automation
√
√
√
√
√
√
Governance Automation
Online
√
√
√
√
√
×
√
√
√
√
√
√
√
√
√
√
√
×
Site Collection Lifecycle
Management
Site Lifecycle Management
Clone or Transfer User Permissions
Grant Permissions
Change Permissions
Custom Service
Note
In SharePoint Online, My Site is
automatically created when the user logs
into SharePoint Online.
Common Service Features
The table below lists the supported and unsupported common service features in Governance Automation and Governance Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Service Name and Description
Language
Service Category
Department
Integration
with DocAve 6/
DocAve Online
×
×
×
×
Governance Automation
(SharePoint onpremises)
√
√
√
√
Governance Automation Online Administrator’s Guide
Governance Automation
(SharePoint Online)
√
√
√
√
159
Governance
Automation
Online
√
√
√
√
Note
Feature
Allow all users to use this
service
Select users/groups to use this
service
Users cannot access the
service via a questionnaire
unless they have the service
permission
Users can access the service
via a questionnaire even if
they do not have the service
permission
160
Integration
with DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
√
Governance
Automation
Online
√
×
√
√
√
×
√
√
√
×
√
√
√
Governance Automation Online Administrator’s Guide
Note
In Governance
Automation
Online, this can
be achieved by
choosing Select
users to user this
service and
deselecting Users
may access this
service via a
questionnaire
even if not listed
in the
permissions
above.
In Governance
Automation
Online, this can
be achieved by
choosing Select
users to user this
service and
selecting Users
may access this
service via a
questionnaire
even if not listed
Feature
Integration
with DocAve 6/
DocAve Online
Governance Automation
(SharePoint onpremises)
Governance Automation
(SharePoint Online)
Hide the service from service
catalog and the service is only
available via a questionnaire
×
√
√
√
Service Contact
Administrator Contact
Metadata
Approval Process
Approval Process:
Allow all approvers to edit this
service request
Execution Schedule
Schedule Date
×
×
√
×
×
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
×
×
√
√
√
√
√
×
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161
Governance
Automation
Online
Note
in the
permissions
above.
In Governance
Automation
Online, this can
be achieved by
deselecting
Display this
service in the
service catalog
and selecting
Users may access
this service via a
questionnaire
even if not listed
in the
permissions
above.
Create Site Collection Service
The table below lists the supported and unsupported features of Create Site Collection Service in Governance Automation and Governance
Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Integration
with DocAve 6/
DocAve Online
√
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
√
Governance
Automation
Online
×
×
×
√
√
×
√
×
√
×
×
√
√
√
√
×
√
√
√
√
√
Language
Experience Version
×
×
√
√
√
√
√
√
Site Collection Template
Time Zone
Security Groups
×
×
×
√
×
√
√
√
√
√
√
√
Web Applications and
Managed Paths
Show host header
URL format:
Automatically generate URL
Use site collection title in URL
Use SharePoint context to
automatically populate the
service request scope
Policy
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Note
For details, refer
to Site Collection
Policy.
For SharePoint
Online, only
SharePoint 2013
is supported for
this feature.
Feature
Integration
with DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
√
Governance
Automation
Online
√
×
√
×
×
Additional Site Collection
Administrators
Primary Site Collection Contact
Primary Site Collection
Contact: Notify the contact
upon site collection creation
Secondary Site Collection
Contact
Primary Site Collection
Contact: Notify the contact
upon site collection creation
DocAve Deployment Manager
Plan
Manage Site Collection
Lifecycle:
Enable Site Collection Lease
Period
Governance Automation App
and App Parts
×
√
√
×
×
×
√
√
√
√
√
×
×
√
√
√
×
√
√
×
√
√
×
√
√
√
√
√
√
√
×
√
Request Access via
Governance Automation Grant
Permissions Service
×
√
√
×
Primary Site Collection
Administrator
Secondary Site Collection
Administrator
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163
Note
SharePoint
Online does not
have this role.
New in version
SP5 CU1.
Governance
Automation
Online only
supports the Site
Information Card
app part.
Create Site Service
The table below lists the supported and unsupported features of Create Site Service in Governance Automation and Governance Automation
Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Farm/My Registered Sites
Selection
Manually input URL
Enable security trimming in
the tree of the request for
this service
Use site title in URL
Use SharePoint context to
automatically populate the
service request scope
Site Template
Language
Security Groups
Navigation
Navigation Inheritance
Primary Site Contact
Primary Site Contact: Notify
the contact upon site
creation
Secondary Site Contact
164
Integration with
DocAve 6/
DocAve Online
√
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
√
Governance
Automation
Online
×
√
×
√
√
√
√
√
×
×
×
√
√
√
√
×
√
×
×
×
×
×
×
×
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
×
×
√
√
√
Governance Automation Online Administrator’s Guide
Note
Feature
Secondary Site Contact:
Notify the contact upon site
creation
Governance Automation
App and App Parts
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
Note
√
Governance
Automation
Online
×
√
√
×
√
Governance
Automation
Online only
supports the Site
Information Card
app part.
Create Library/List Service
The table below lists the supported and unsupported features of Create Library/List Service in Governance Automation and Governance
Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Bulk Mode
Enable security trimming in
the tree of the request for
this service
Use library/list name in URL
Use SharePoint context to
automatically populate the
service request scope
Navigation
Integration with
DocAve 6/
DocAve Online
×
×
Governance Automation
(SharePoint onpremises)
√
√
Governance Automation
(SharePoint Online)
√
√
Governance
Automation
Online
×
×
×
×
√
√
√
√
×
√
×
√
√
√
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165
Note
Feature
Library/List Template
Document Version History
Integration with
DocAve 6/
DocAve Online
×
×
Governance Automation
(SharePoint onpremises)
√
√
Governance Automation
(SharePoint Online)
√
√
Governance
Automation
Online
√
√
Note
Site Collection Lifecycle Management Service
The table below lists the supported and unsupported features of Site Collection Lifecycle Management Service in Governance Automation and
Governance Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Only allow site collection
contact/administrator or
site contact to submit
requests for this service
Scope:
Enable security trimming in
the tree of the request for
this service
Scope:
Use SharePoint context to
automatically populate the
service request scope
Extend Site Collection Lease
Delete Site Collection
166
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
×
Governance
Automation
Online
√
×
√
√
×
×
√
×
√
×
×
√
√
√
√
√
√
Governance Automation Online Administrator’s Guide
Note
Feature
Archive Site Collection
Change Site Collection Policy
Unlock Site Collection
Integration with
DocAve 6/
DocAve Online
√
×
×
Governance Automation
(SharePoint onpremises)
√
√
√
Governance Automation
(SharePoint Online)
×
√
×
Governance
Automation
Online
×
√
×
Note
Site Lifecycle Management Service
The table below lists the supported and unsupported features of Site Lifecycle Management Service in Governance Automation and Governance
Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Only allow site collection
contact/administrator or
site contact to submit
requests for this service
Scope:
Enable security trimming in
the tree of the request for
this service
Scope:
Use SharePoint context to
automatically populate the
service request scope
Delete Site
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
×
Governance
Automation
Online
√
×
√
√
×
×
√
×
√
×
√
√
√
Governance Automation Online Administrator’s Guide
167
Note
Feature
Archive Site
Integration with
DocAve 6/
DocAve Online
√
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
×
Governance
Automation
Online
×
Note
Change Site Collection Contact or Administrator Service
The table below lists the supported and unsupported features of Change Site Collection Contact or Administrator Service in Governance
Automation and Governance Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Scope:
Enable security trimming in
the tree of the request for
this service
Scope:
Use SharePoint context to
automatically populate the
service request scope
Primary and secondary site
collection contact
Site collection
administrators
168
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
√
Governance
Automation
Online
×
×
√
×
√
×
√
√
√
×
√
×
√
Governance Automation Online Administrator’s Guide
Note
Governance
Automation
Online only
supports
changing primary
Feature
Primary My Site contact and
primary My Site
administrator
Integration with
DocAve 6/
DocAve Online
Governance Automation
(SharePoint onpremises)
Governance Automation
(SharePoint Online)
×
√
×
Governance
Automation
Online
×
Note
site collection
administrator.
Change Site Collection Settings Service
The table below lists the supported and unsupported features of Change Site Collection Settings Service in Governance Automation and
Governance Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Only allow site collection
contacts or site collection
administrators to submit
requests for this service
Scope:
Enable security trimming in
the tree of the request for
this service
Scope: Use SharePoint
context to automatically
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
×
Governance
Automation
Online
√
×
√
×
×
×
√
×
√
Governance Automation Online Administrator’s Guide
169
Note
Feature
populate the service request
scope
Change Site Collection
Settings:
Title
Change Site Collection
Settings:
Description
Change Site Collection
Settings:
Metadata
Integration with
DocAve 6/
DocAve Online
Governance Automation
(SharePoint onpremises)
Governance Automation
(SharePoint Online)
Governance
Automation
Online
×
√
√
√
×
√
√
√
×
√
√
√
Note
Change Site Contact Service
The table below lists the supported and unsupported features of Change Site Contact Service in Governance Automation and Governance
Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Scope:
Enable security trimming in
the tree of the request for
this service
170
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
√
Governance Automation Online Administrator’s Guide
Governance
Automation
Online
×
Note
Feature
Scope:
Use SharePoint context to
automatically populate the
service request scope
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
×
Governance
Automation
Online
√
Note
Change Site Metadata Service
The table below lists the supported and unsupported features of Change Site Metadata Service in Governance Automation and Governance
Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Only allow site collection
contact/administrator or
site contact to submit
requests for this service
Scope:
Enable security trimming in
the tree of the request for
this service
Scope:
Use SharePoint context to
automatically populate the
service request scope
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
×
Governance
Automation
Online
√
×
√
√
×
×
√
√
√
Governance Automation Online Administrator’s Guide
171
Note
Feature
Change Metadata
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
√
Governance
Automation
Online
√
Note
Change Library/List Settings Service
The table below lists the supported and unsupported features of Change Library/List Settings Service in Governance Automation and
Governance Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Scope:
Enable security trimming in
the tree of the request for
this service
Scope: Use SharePoint
context to automatically
populate the service request
scope
Change Library/List Settings:
Name
Change Library/List Settings:
Description
Change Library/List Settings:
Navigation
Change Library/List Settings:
172
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
√
Governance
Automation
Online
×
×
√
×
√
×
√
√
√
×
√
√
√
×
√
√
√
×
√
√
√
Governance Automation Online Administrator’s Guide
Note
Feature
Versioning settings
Integration with
DocAve 6/
DocAve Online
Governance Automation
(SharePoint onpremises)
Governance Automation
(SharePoint Online)
Governance
Automation
Online
Note
Content Move Service
The table below lists the supported and unsupported features of Content Move Service in Governance Automation and Governance Automation
Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Scope:
Enable security trimming in
the tree of the request for
this service
Scope:
Use SharePoint context to
automatically populate the
service request scope
Method:
Copy/Move
Source Documents/Items
Deleted Method:
Manually/Automatically
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
√
Governance
Automation
Online
×
×
√
×
×
√
√
√
√
√
√
√
√
Governance Automation Online Administrator’s Guide
173
Note
Feature
Delete Checked Out
Documents From Source
Action:
Attach/Merge
Filter Policy
Copy/Move configuration
Copy/Move configuration:
Keep look and feel
Do not copy/move
configuration
Do not copy/move
configuration:
Copy/Move the itemdependent columns and
content types to maintain
item integrity
Do not copy/move
configuration:
Do not copy/move the itemdependent columns or
content types. Report the
items if the corresponding
column or content type
Copy/Move security
Copy/Move security:
Exclude user/group without
permission
Copy/Move content
Copy/Move content:
Include list attachment
Include workflow definition
174
Integration with
DocAve 6/
DocAve Online
√
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
√
Governance
Automation
Online
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
×
√
√
√
√
√
√
√
√
√
√
√
√
Governance Automation Online Administrator’s Guide
Note
DocAve Online
does not support
this feature.
Feature
Include workflow instance
Managed Metadata Service
Setting
Preserve the Null Column
Values
Data Compression
Data Encryption
Column Mapping
Content Type Mapping
User Mapping
Domain Mapping
Language Mapping
Back Up Environment
Before Running Plan
Conflict Resolution
Agent Group
Integration with
DocAve 6/
DocAve Online
√
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
×
Governance
Automation
Online
×
√
√
√
×
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
×
√
√
√
√
×
√
√
×
√
√
√
√
√
√
√
√
√
×
Note
DocAve Online
does not support
workflow
instance.
Change Permissions Service
The table below lists the supported and unsupported features of Change Permissions Service in Governance Automation and Governance
Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
Governance Automation Online Administrator’s Guide
175
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Scope:
Enable security trimming in
the tree of the request for
this service
Scope:
Use SharePoint context to
automatically populate the
service request scope
Allow any user/group
Allow peers and direct or
indirect reports
Allow direct or indirect
reports
Task Notification for
Requester
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
√
Governance
Automation
Online
×
×
√
×
√
×
×
√
√
√
×
√
√
×
√
×
√
×
√
√
√
Note
Grant Permissions Service
The table below lists the supported and unsupported features of Grant Permissions Service in Governance Automation and Governance
Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
176
Governance Automation Online Administrator’s Guide
Feature
Scope:
Use SharePoint context to
automatically populate the
service request scope
Allow domain group
permissions assignment
only
Allow permissions
assignment to user/group
Allow any user/group
Allow peers and direct or
indirect reports
Allow direct or indirect
reports
Set requester as the default
user
Permission Duration:
Permanent permissions
Permission Duration:
Temporary permissions
Grant Permissions:
Add users to a SharePoint
group
Grant Permissions:
Grant users permission
directly
Grant Permissions:
Permissions above the
requester's own permissions
cannot be granted to others
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
×
Governance
Automation
Online
√
×
√
√
×
×
√
√
√
×
×
√
√
√
×
√
√
×
√
×
√
×
√
×
√
×
√
√
√
√
√
×
√
×
√
√
√
×
√
√
√
×
√
√
×
Governance Automation Online Administrator’s Guide
177
Note
Feature
Grant Permissions: Exclude
specified permission levels
from the request page
Send welcome e-mail to the
new users
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
√
Governance
Automation
Online
√
√
√
√
√
Note
Clone or Transfer User Permissions Service
The table below lists the supported and unsupported features of Clone or Transfer User Permissions Service in Governance Automation and
Governance Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Scope:
Use SharePoint context to
automatically populate the
service request scope
Restrict Source User
Selection:
Allow any user/group
Restrict Source User
Selection:
Allow peers and direct or
indirect reports
178
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
×
Governance
Automation
Online
√
×
√
√
√
×
√
×
√
Governance Automation Online Administrator’s Guide
Note
Feature
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
×
Governance
Automation
Online
√
×
√
√
√
×
√
×
√
×
√
×
√
√
√
√
√
√
√
√
√
√
√
×
×
Change Metadata
√
√
×
×
Add target user to the same
group in the destination
Clone source user’s group
permissions to the target
user directly
√
√
√
√
√
√
√
√
Restrict Source User
Selection:
Allow direct or indirect
reports
Restrict Target User
Selection:
Allow any user/group
Restrict Target User
Selection:
Allow peers and direct or
indirect reports
Restrict Target User
Selection:
Allow direct or indirect
reports
Permission Option:
Append
Permission Option:
Replace
User Alert Option
Governance Automation Online Administrator’s Guide
179
Note
DocAve Online
does not support
this feature.
DocAve Online
does not support
this feature.
Feature
Remove source user’s
explicit permission
Remove source user from
SharePoint groups
Delete source user from site
collection
Integration with
DocAve 6/
DocAve Online
√
Governance Automation
(SharePoint onpremises)
√
Governance Automation
(SharePoint Online)
√
Governance
Automation
Online
√
√
√
√
√
√
√
√
√
Note
Monitoring and Reporting
The table below lists the supported and unsupported features of Monitoring and Reporting in Governance Automation and Governance
Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
All Requests
All Tasks
All Recertification
Reports
User Activity Report
Service Request Report
Approval Process Report
Site Collection Report
Site Collection Report:
Apply Policy
180
Integration with
DocAve 6/
DocAve Online
×
×
×
Governance Automation
(SharePoint on-premises)
Governance Automation
(SharePoint Online)
Governance
Automation Online
√
√
×
√
√
×
√
√
√
×
×
×
×
×
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
Governance Automation Online Administrator’s Guide
Note
Feature
Site Collection Report:
Elect Contact
Site Collection Report:
Specify Contact
Site Report
Content Database Report
My Recertification
Report
Integration with
DocAve 6/
DocAve Online
×
Governance Automation
(SharePoint on-premises)
Governance Automation
(SharePoint Online)
Governance
Automation Online
√
√
×
×
√
√
×
×
×
×
√
√
√
√
×
√
√
×
√
Note
Settings and Other Options
The table below lists the supported and unsupported features of Settings and other options in Governance Automation and Governance
Automation Online.
√ indicates Supported. (In the Integration with DocAve 6/DocAve Online column, √ indicates Integrated.)
× indicates Unsupported. (In the Integration with DocAve 6/DocAve Online column, × indicates Not integrated.)
Feature
Integration with
DocAve 6/ DocAve
Online
User Profile Service
×
Governance
Automation
(SharePoint onpremises)
√
Department:
×
√
Governance Automation Online Administrator’s Guide
Governance
Automation
(SharePoint
Online)
×
Governance
Automation Online
√
√
√
181
Note
Do not need to
configure User
Profile Service in
the interface. It is
retrieved in the
backend.
Feature
Integration with
DocAve 6/ DocAve
Online
Governance
Automation
(SharePoint onpremises)
Governance
Automation
(SharePoint
Online)
Governance
Automation Online
×
√
×
×
×
×
×
×
×
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
SharePoint Permission Level
Management
Execution Schedule
Category Management
Timer Service Configuration
Management:
Site Collection Status Scan Job
×
√
√
√
×
×
×
√
√
√
√
√
√
√
√
√
Timer Service Configuration
Management:
×
√
√
×
182
Governance Automation Online Administrator’s Guide
Configure Departments
Department:
Use Property in User Profile
Service
Account Manager
Report Export Location
E-mail Templates
Administrator Notification
Metadata
Note
Governance
Automation Online
does not support
the following
metadata types:
Date and Time
Lookup
Governance
Automation Online
only supports
checking site
collection lease
expiration,
inactivity, and
deletion.
Feature
Tree Cache Synchronization
Job
Timer Service Configuration
Management: Archive Site
Collection Content Scan Job
Timer Service Configuration
Management:
Site Information
Synchronization Job
Timer Service Configuration
Management:
Site Collection Information
Synchronization Job
Timer Service Configuration
Management:
User Profile Service
Synchronization Job
Timer Service Configuration
Management:
Temporary Permission Scan
Job
Timer Service Configuration
Management:
Content Database Information
Synchronization Job
Timer Service Configuration
Management: External
Workflow Integration Scan Job
Integration with
DocAve 6/ DocAve
Online
Governance
Automation
(SharePoint onpremises)
Governance
Automation
(SharePoint
Online)
Governance
Automation Online
√
√
×
×
×
√
√
√
×
√
√
√
×
√
√
√
√
√
×
×
√
√
×
×
√
√
×
×
Governance Automation Online Administrator’s Guide
183
Note
The
synchronization is
achieved by
AvePoint Online
Services.
Feature
Integration with
DocAve 6/ DocAve
Online
Governance
Automation
(SharePoint
Online)
√
Governance
Automation Online
√
Governance
Automation
(SharePoint onpremises)
√
Timer Service Configuration
Management: Task Reminder
Scan Job
Timer Service Configuration
Management: Recertification
Scan Job
Questionnaire Management
Export and Import
Configuration Data
Business User Features
Activation or Deactivation
Import Existing Site Collections
and Sites
System General Settings
Request Access Settings
External Workflow Integration
Management
Recertification Profile
Management: Permission
Recertification
Recertification Profile
Management: Metadata
Recertification
Recertification Profile
Management: Ownership
Recertification
Text Validation Rule
Management
Public Site Collection Directory
My Sites
√
√
√
√
×
×
√
√
√
√
√
×
×
√
√
×
×
√
√
√
×
×
×
√
√
√
√
×
×
×
×
×
√
√
√
√
×
√
√
×
×
√
√
×
×
√
√
×
×
×
√
√
√
×
√
√
184
Governance Automation Online Administrator’s Guide
Note
×
Unsupported for
SharePoint Online
My Site
Feature
Configure Personal Settings:
Time Zone
Configure Personal Settings:
Date Format
Configure Personal Settings:
Time Format
Configure Personal Settings:
Office 365 Account
Language:
English
Language:
Japanese
Language:
French
Synchronize Authentication
Method from DocAve
Content Database Policy
Governance Automation App
Governance Automation App
Parts
Integration with
DocAve 6/ DocAve
Online
Governance
Automation
(SharePoint
Online)
√
Governance
Automation Online
×
Governance
Automation
(SharePoint onpremises)
√
×
√
√
×
×
√
√
×
×
×
√
×
×
√
√
√
×
√
√
√
×
√
√
√
×
√
×
×
×
×
×
√
√
√
×
×
×
×
√
√
Note
√
Governance
Automation Online
only supports the
Site Information
Card app part.
Web API
The table below lists the current supported and unsupported service types in Governance Automation Web API and Governance Automation
Online Web API.
Governance Automation Online Administrator’s Guide
185
√ indicates Supported.
× indicates Unsupported.
Service Name
Create Site Collection Service
Create Site
Change Site Collection Contact or
Administrator
Change Site Collection Settings
Change Site Contact
Change Site Metadata
Content Move
Create Library/List
Change Library/List Settings
Create My Site
Site Collection Lifecycle Management
Site Lifecycle Management
Clone or Transfer User Permissions
Grant Permissions
Change Permissions
186
Governance
Automation
(SharePoint onpremises)
√
√
√
Governance
Automation
(SharePoint Online)
Governance
Automation Online
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
×
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
Governance Automation Online Administrator’s Guide
Note
This service is
unavailable in
Governance
Automation Online. In
SharePoint Online, My
Site is automatically
created when the user
logs into SharePoint
Online.
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